payroll guide...this software and related documentation are provided under a license agreement...

Payroll Guide

February 26, 2020 2020.1

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Table of ContentsPayroll Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Enabling Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Entering Company Information for Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Entering Workplace Records for Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Updating Payroll Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Payroll Errors During Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Payroll Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Setting the Subsidiary for Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Setting General Payroll Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7Allowing Employees to Update Direct Deposit Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Specifying When Employees Can View Paychecks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Setting Default Accounts for Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Setting Preferences for Jurisdictions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Setting Specific Tax Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Setting Up Email Alerts for Payroll Issues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Payroll Items Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Payroll Item Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Creating Payroll Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Setting a Limit for a Payroll Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Deriving a Pay Rate from Another Payroll Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Applying a Default Rate to a Payroll Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Inactivating or Deleting Payroll Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Editing a Payroll Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Scheduling Payroll Item Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Mapping Pay Codes to Payroll Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Standard Pay Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Payroll Setup for Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Including an Employee in Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Setting Up Direct Deposit for an Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Setting Up Earnings for an Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Setting Up Deductions for an Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Setting Up Company Contributions for an Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38Setting Up Accrued Time for an Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Taxes and Jurisdiction Setup for Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40Updating Payroll Items for Multiple Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Running Test Payroll Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Turning Off Payroll Test Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Setting Up Year-To-Date Information from Your Previous Payroll System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52Reporting Tax Liabilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Reporting Unpaid Liabilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Reporting Year-to-Date Tax Liability Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Entering a Payroll Start Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Payroll Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Processing Payroll Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57Payroll Processing Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Creating a Payroll Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Creating an Off-Cycle Payroll Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63Viewing Payroll Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Calculating a Payroll Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Editing Payroll Items in Bulk on a Payroll Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68Editing an Individual Paycheck from a Payroll Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69Committing a Payroll Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Viewing Individual Paychecks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Searching for Paychecks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75Payroll Dashboard Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75Printing Payroll Checks or Vouchers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Printing Paychecks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78Printing Direct Deposit Vouchers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

Payroll Reversals and Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81Creating a Payroll Reversal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81Committing Payroll Reversals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82Creating Payroll Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Recording Third-Party Sick Pay Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83Payroll Transaction Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Viewing the Status of a Payroll Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85Viewing Payroll Disbursements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Viewing the Status of Direct Deposit Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Making Payroll Liability Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87Performing Quarterly or Yearly Payroll Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88Allocating Paycheck Expenses to Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Payroll Reports and Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92Employee Payroll Item History Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92Searching for Payroll Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93Employee Payroll Item Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94Payroll Check Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94Payroll Liability Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95Payroll Journal Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95Payroll Summary Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96Payroll Summary by Employee Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96Payroll Detail Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97Hours & Earnings Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97State Withholding Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97Service Fees Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98W-2 and 1099 Audit Information Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98Customizing Payroll Reports to Include Batch Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99Including an Employee’s Address on a Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99Modifying Payroll Report Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100Employee Tax Jurisdictions Workbook (Beta) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

Employee Tax Jurisdictions (Beta) Dataset Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101Employee Tax Jurisdictions (Beta) Workbook Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Workplace Tax Jurisdictions (Beta) Workbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102Workplace Tax Jurisdictions (Beta) Dataset Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103Workplace Tax Jurisdictions (Beta) Workbook Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Frequently Asked Questions: Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104Using the Paycheck Journal Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Getting Started with Payroll Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105SOAP Web Services and Paycheck Journal Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108SuiteScript and the Paycheck Journal Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108Custom Payroll Forms and Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Creating Custom Payroll Transaction Body Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108Creating Custom Payroll Transaction Line Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109Creating Customized Paycheck Journal Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

TribeHR Payroll Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111Prerequisites for TribeHR Payroll Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111Installing the TribeHR Payroll Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111Roles and Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112Configuring the TribeHR Payroll Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112Viewing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

Using the TribeHR Integration SuiteApp . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

Payroll Setup 1

Payroll SetupSuitePeople U.S. Payroll is a full-service payroll solution for businesses or subsidiaries based in the UnitedStates. All earnings, taxes, deductions, and company contributions are automatically calculated using thelatest tax data. This feature also provides federal forms W-2, 940, and 941 for printing and filing with theInternal Revenue Service (IRS).

In addition, Payroll provides federal, state, and local tax filing, tax payments, and direct deposits toemployees' bank accounts. Other features include service-printed paychecks, vouchers, and year-endforms (W-2, W-2C, and 1099-MISC).

Implementing the Payroll FeatureTo use NetSuite to process your payroll, you must enable and implement SuitePeople U.S. Payroll.Implementing Payroll requires the assistance of a SuitePeople U.S. Payroll Professional ServicesConsultant. As a part of the setup process, you will submit forms and contracts to your consultant.Contact your NetSuite account manager for details about implementing Payroll.

Important: Implementing Payroll requires 45–60 business days. You must begin theimplementation process a minimum of 60 business days before the intended first check dateusing the service.

To read about the setup procedure for Payroll read Steps for Setting Up Payroll.

After you complete payroll setup tasks, you can generate payroll transactions in NetSuite. For moreinformation, see Payroll Transactions.

NetSuite provides a number of reports and forms that you can use to track payroll data. For moreinformation, see Payroll Reports and Workbooks.

Steps for Setting Up PayrollReview the steps below to enable and set up the Payroll feature. You may have completed some of thesesteps when you first set up your NetSuite account, but you must enter additional information to processpayroll.

The setup process includes the following:

1. Enabling Payroll

2. Entering Company Information for Payroll

3. Entering Workplace Records for Payroll

4. Updating Payroll Information

Note: You repeatedly perform this step after you change workplace records, payrollpreferences, payroll items, or employee records.

5. Payroll Preferences

6. Payroll Items Setup

7. Payroll Setup for Employees

Payroll Guide

Enabling Payroll 2

8. Running Test Payroll Batches

9. Setting Up Year-To-Date Information from Your Previous Payroll System

Enabling PayrollFollow the steps below to enable the Payroll feature. You must complete this task on the first day of theimplementation process.

Important: Enable the Payroll feature a minimum of 30 business days before your next paydaywith the service. Payday is the date that checks are dated and direct deposits are deposited.

To enable the Payroll feature:

1. Go to Setup > Company > Enable Features.

2. Click the Employees subtab.

3. Check the Payroll box.

4. For additional payroll related features, such as time tracking and service printed checks and stubs,select the applicable boxes.

5. Click Save.

Note: To enable Payroll, you must read and agree to the terms and conditions.

Entering Company Information for PayrollOn the Company Information page, you enter basic identifying information about your company. Forinformation about setting up subsidiaries, see the help topic Creating Subsidiary Records.

Enter or select information in the following fields:

■ Company Name

■ Legal Name

■ Address, City, State, and Zip

■ Employer Identification Number (EIN)

■ Phone

To enter the company information required for Payroll:

1. Go to Setup > Company > Company Information.

2. Enter or select the information in the fields listed above.

3. Click Save.

For more information on entering company information, see the help topic Configuring CompanyInformation.

Any changes made to these fields must be committed on the Update Payroll Information page. For moreinformation, see Updating Payroll Information.

Payroll Guide

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Entering Workplace Records for Payroll 3

Entering Workplace Records for PayrollTo use SuitePeople U.S. Payroll, you must create workplace records for each location where you have atax ID and maintain paid employees. NetSuite uses workplace records to define the taxes the employermust withhold and pay. Each employee you include in a payroll batch must have a designated workplace.

Note: The workplace address may be used in conjunction with a home address.

To create workplace records:

1. Go to Lists > Employees > Workplaces > New.Workplaces also are listed in the Main Office field on the Preferences tab of the Set Up Payrollpage. If you are new to the Payroll feature, you must create a workplace record for your mainoffice.

2. In the Name field, enter a name for the workplace.This name appears on forms and reports that require you to choose a workplace.For example, you might name one location Georgia Warehouse and another CaliforniaHeadquarters.

3. If this is a subworkplace of an existing workplace, select the parent workplace from the list in theSubworkplace of field.

4. To enter the address of the workplace, click the Edit link next to the Address field, and completethe fields in the address, including the following:

a. In the Attention field, enter the person at this address who should be notified of receipt ofdocuments or goods.

b. In the Addressee field, enter the company name for this workplace that should show onlabels and transactions.This name appears under the name you enter in the Attention field.

c. Enter the phone number for this workplace the way it should appear on all forms.d. Enter the address for this workplace.

You must include the full street address, state, and zip code for each workplace record. ThePayroll feature uses this address to calculate taxes.

e. Click OK.5. Click Save.

If the workplace is located in Alaska, after you save the workplace, you can edit it and add a geographiccode to the workplace. For more information, see Adding Geographic Codes to Alaska Workplaces.

After the Workplace record is created, you can select it in the Workplace field on the Payroll subtab of theemployee record.

Note: You cannot delete a workplace if it is referenced in any employee record. If you do notwant a workplace to appear in lists, check the Workplace is Inactive box.

Adding Geographic Codes to Alaska WorkplacesIf a workplace is in Alaska, you must enter a geographic code on the workplace record.

Before you can add geographic codes to Alaska workplaces, you must install the U.S. Payroll ComplianceSuiteApp.

Payroll Guide

Entering Workplace Records for Payroll 4

■ Bundle Name: Payroll Compliance■ Bundle ID: 202280

To learn how to install a SuiteApp, see the help topic Installing a Bundle.

To add a geographic code to an Alaska workplace:1. Go to Lists > Employees > Workplaces.2. Beside an Alaska workplace, click Edit.3. In the Geographic Code field, enter the two-digit geographic code. For more information about

geographic codes, see live.laborstats.alaska.gov/erg/geocodes.cfm.4. Click Save.

Updating Payroll InformationWhen you use SuitePeople U.S. Payroll, any changes or updates that you make to the Set Up Payroll pageor the employee, workplace, or payroll item records must be committed to the payroll tax engine.

The Update Payroll Information page is a guide for issues that need to be resolved and a reference forwhat has changed since your last update. You need to complete these steps often during the setupprocess and whenever you make changes to records that affect payroll.

To view the history of any employee payroll changes, such as pay rate increases, go to the EmployeePayroll Item History Report.

To commit payroll changes and updates:1. Go to Setup > Payroll > Update Payroll Information.2. If you have a NetSuite OneWorld account, select a subsidiary from the dropdown list in the

Subsidiary field. For more information, see the help topic Payroll Setup in OneWorld.3. On the Update Payroll Information page, review the information shown on the following subtabs:

Payroll Guide


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Updating Payroll Information 5

■ Updated Records – This subtab lists any records that have been updated since you lastupdated your payroll information. The record types listed may include your company record,payroll items, employees, and workplace records. You can click the name of a record in theName column to verify any changes that you have made.

■ Employees Excluded from Payroll – This subtabs lists employees for whom the IncludeIn Payroll box is not checked on the Payroll subtab on the employee record. If you haveemployees listed here, do not assume this is an error. You should review the list of employeesand verify that you do not want to pay them using NetSuite. For example, employees who workoutside of the United States should appear on this list.To add an employee to your payroll, click the Name of the employee and check Include inPayroll on the Payroll subtab of the employee record.

■ To Resolve – This subtab contains a list of error codes and messages for payroll-related errorsthat currently exist in your account. To resolve an issue, click the name of the record in theRecord column.

Important: All issues listed on this subtab must be resolved before you can run payroll.

4. Read the statement that begins I have reviewed all information..., and then check the Agreebox.

5. Click Commit Updates.6. After committing your updates, review the To Resolve subtab again. If there are no items to

resolve, you can run payroll. For more information on issues that may need to be resolved, seePayroll Errors During Setup.

Payroll Errors During SetupYou might receive the following errors during the setup process for SuitePeople U.S. Payroll. These errorsappear on the To Resolve subtab of the Update Payroll Information page.

Important: You cannot process payroll until all errors are resolved.

Error Explanation

Pending Authorizationfrom Tax Agency

Payroll is verifying Tax Agency Information. This process begins after you submit yoursign-up forms to your Professional Services Consultant. When the forms are approved, thismessage is automatically removed. For more information, contact your SuitePeople U.S.Payroll Professional Services consultant .

This process takes up to 2 business days.

Company bank accountis not active

You are required to activate your bank account. This warning remains until you enter therequired information on the Activate Bank Account page. For more information, contactyour SuitePeople U.S. Payroll Professional Services consultant .

This process takes up to 2 business days to complete due to the interaction with the ACHNetwork.

Funding Account is notactivated

You are required to activate the bank account you plan to use to fund payroll. This warningremains until you enter the required information on the Activate Bank Account page. Formore information, contact your SuitePeople U.S. Payroll Professional Services consultant .

This process takes up to 2 business days to complete due to the interaction with the ACHNetwork.

Tax liability paymentsmust be recorded

You must enter and commit any tax deposits you made prior to starting with SuitePeopleU.S. Payroll.

Payroll Guide

Payroll Preferences 6

Payroll PreferencesBefore you set up employee records for SuitePeople U.S. Payroll, edit payroll items, or process paychecks,you must go to Setup > Payroll > Setup Tasks > Set Up Payroll to set preferences.

Some of the tabs and fields described below might not be available to you. The options available on theSet Up Payroll page differ according to the features enabled in your account.

■ Setting the Subsidiary for Payroll■ Setting General Payroll Preferences■ Allowing Employees to Update Direct Deposit Information■ Specifying When Employees Can View Paychecks■ Setting Default Accounts for Payroll■ Setting Preferences for Jurisdictions■ Setting Specific Tax Rates■ Setting Up Email Alerts for Payroll Issues

After you finish entering information on the Set Up Payroll page, click the Save button.

Before you save changes on the Set Up Payroll page, you must set the following preferences:

■ Select a type of organization■ Set the number of days to pay PTO and pay earnings prior to a pay period■ Enter an email address to receive payroll alerts■ Select a main-office workplace■ Select a payroll funding account.

If you do not set these preferences, NetSuite reminds you before permitting you to save your payrollpreferences.

Important: After updating any payroll preferences and options, you must go to the UpdatePayroll Information page and commit those changes. This ensures that all changes havebeen reviewed and committed to the tax engine. For more information, see Updating PayrollInformation.

Setting the Subsidiary for PayrollIf you have a NetSuite OneWorld account, you can specify the subsidiary or root-parent company forwhich payroll is run. After you select a subsidiary, the other preferences that you set on the Set Up Payrollpage apply to only that subsidiary.

Each subsidiary must have:

■ Unique Employer Identification Number (EIN) from the U.S. Internal Revenue Service (IRS)■ Unique Vendor Name for each tax agency. For example, if you have two subsidiaries located in

California, you need two uniquely named Vendors for the IRS and two uniquely named Vendors for theCalifornia Franchise Tax Board.

For more information about subsidiaries and NetSuite OneWorld, see the help topic NetSuite OneWorld

To select a subsidiary for Payroll:

1. Go to Setup > Payroll > Setup Tasks > Set Up Payroll.

Payroll Guide

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2. From the Subsidiary list, select a subsidiary. This list displays only US subsidiaries.

Setting General Payroll PreferencesTo following table describes the preferences available on the Preferences subtab of the Set Up Payrollpage.

Field Name Function

General

Calculate Funding Check this box if you want NetSuite to create a funding transaction.

When this box is checked, a single transaction for the total of the payroll run is postedto your checking account. If this box is not checked, a transaction is listed for eachindividual paycheck in your checking account.

Expand Account Lists forPayroll Items

Check this box to associate additional general ledger accounts with payroll items.When this box is clear, you can associate payroll items with only their default accounts:expense accounts for earning payroll items, and liability accounts for deduction payrollitems. When this box is checked, you have more options:

■ Deduction payroll item – you can associate with a liability account, an assetaccount, or an expense account. If you associate a deduction payroll item with anasset account or an expense account, the asset account or expense account iscredited in the general ledger.

■ Earning payroll item –you can associate with an expense account, an assetaccount, or a liability account. If you associate an earning payroll item with an assetaccount or a liability account, the asset account or liability account is debited in thegeneral ledger.

Important: Because this preference impacts the general ledger, afteryou turn it on, you can turn it off only after all payroll items are associatedwith their default accounts (for example, deduction payroll items with liabilityaccounts).

Pay PTO Prior to Pay Period(Days)

Enter the number of days prior to the current pay period that you want to paypersonal time off (PTO) for approved time entries not included in the last pay period.

You should enter zero unless you plan to pay employees before the last pay periodended.

Pay Earnings Prior to PayPeriod (Days)

Enter the number of days prior to the current pay period that you want to payearnings not included in the last pay period.

You should enter zero unless you plan to pay employees before the last pay periodended.

If your employees have been tracking their time using the Time Tracking feature,and you are now adding them to payroll and want to enter this setting, you mustenter their last paid date manually on their employee records. This ensures thatthe employee’s pay is calculated correctly. For more information, see Including anEmployee in Payroll.

Payroll Issues Alert EmailAddresses

Enter the email addresses for users who should receive alert messages when payrollissues occur. Use commas, semi-colons, or spaces to separate multiple addresses.

Main Office Select the name of the workplace that represents the main or home office for yourbusiness. This workplace is used to calculate taxes for an employee when a workplaceis not selected on the employee record. See Entering Workplace Records for Payroll.

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Field Name Function

Type of Organization Select the type of organization that best describes your company: corporation,government agency, LLC (limited liability corporation), partnership, or proprietorship.

The selection you make may affect the options available when setting up your payroll.For example, selecting Partnership enables you to set up partners with the correct taxexemptions.

Paychecks

Show Paychecks with ZeroAmounts

Check this box to see paychecks for employees who worked zero hours on the PayrollBatch page.

Pay Expenses on Paychecks Check this box to pay approved expense report amounts in NetSuite to employees ontheir paychecks.

You must create an expense payroll item to use this preference. For more information,see the help topic Paying Expenses on Employee Paychecks with Payroll.

Pay Employee Commissionson Paychecks by Default

Check this box to pay approved commission amounts in NetSuite to employees ontheir paychecks.

You must create a commission payroll item to use this preference. For moreinformation, see Payroll Items Setup.

Always Classify IndividualPaycheck Lines

Check this box if you want the Classify Individual Paycheck Lines box checked bydefault on paychecks. When the Classify Individual Paycheck Lines box is checked,you can classify individual paycheck lines by class, department, or location. For moreinformation, see Classifying Individual Paycheck Lines.

Default “To Be Printed” onPaychecks

Check this box if you want the To Be Printed box checked by default when processingindividual paychecks and when you process payroll.

Default “Do Not Accrue Time”on Paychecks

Check this box if you want the Do Not Accrue Time box on paychecks checked bydefault when processing individual paychecks and when processing payroll.

If you check this box, sick and vacation accruals do not process.

Default “Pay Bonuses” onPaychecks

Check this box if you want the Pay Bonuses box on payroll batches checked bydefault. If the Pay Bonuses box is checked on payroll batches, bonuses for the payperiod are added to paychecks when the payroll batch is calculated.

Note: This preference is available only if the Compensation Trackingfeature is enabled in your account. For more information, see the help topicIntegrating Bonuses with Payroll.

Pay Sick/Vacation Time onPaychecks

Check this box if you want the Pay PTO box on paychecks checked by default whenprocessing individual paychecks and when processing payroll.

If you do not check this box, sick time and vacation time are not paid.

Show Only Vacation and SickPayroll Items in PTO Hours

If you check this box, NetSuite limits the payroll items that appear in the PTO Hourssubtab of paycheck records to Earning:Sick or Earning:Vacation payroll items. Thesepayroll items appear in the PTO Hours subtab if you associate them with time-off paycodes (Paid Time Off – Taxable, Sick Pay, Holiday, Personal).

If you clear this box, NetSuite includes any payroll items that are associated with atime-off pay code (Paid Time Off – Taxable, Sick Pay, Holiday, Personal) on the PTOHours subtab of paycheck records. For example, you might want to include a payrollitem related to jury duty on the PTO Hours subtab.

Mask Social SecurityNumbers on Vouchers

Check this box to mask employees’ social security numbers on paycheck vouchers.

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Field Name FunctionWhen this box is checked, only the last four digits of the social security number areshown on the voucher (for example, xxx-xx-1234).

For vouchers, this company setting is influenced by the permissions and preferencesthat are on or off. For example, if Bob has full permission to view social securitynumbers but this box is checked, social security numbers are masked when Bob viewsa voucher.

For more information, read the help topic Working with Employee Social SecurityNumbers.

Print Single Copy Voucher Check this box to include only one copy of the paycheck voucher with the paycheck.

When this box is not checked, the list of taxes and deductions included on paychecksmay be truncated for employees with numerous tax and deduction line items, and twovouchers will be printed when you select vouchers at Transactions > Management >Print Checks and Forms.

Enable Multi-StateCalculation

Check this box to calculate the pertinent taxes for employees who work in differentstates during a pay period.

If you check this box, the pertinent taxes for the jurisdiction where work is performed,as well as the employee’s primary office and home jurisdictions, are calculated. Formore information, see Setting Up Taxes for Employees who Work in Different StatesDuring a Pay Period.

Show Payroll ItemDescriptions on SummaryTab of Paychecks

Check this box to show payroll item descriptions on the Summary subtab ofpaychecks. You can add descriptions to payroll item records to provide additionalinformation about a payroll item to your employees. For more information, seeCreating Payroll Items.

Paychecks Visible toEmployees

Specify when paychecks should be visible to employees in the Employee Center.Paychecks can be visible when the payroll batch is committed, on the check date, oneday before the check date, or two days before the check date.

If you are using NetSuite OneWorld, this preference applies to all employees withina subsidiary who are paid with SuitePeople Payroll. If you are not using NetSuiteOneWorld, this preference applies to all employees within your organization whoare paid with SuitePeople U.S. Payroll. For more information, see Specifying WhenEmployees Can View Paychecks.

Reporting

Report Payroll Liabilities By Choose to report your payroll liabilities quarterly or year-to-date (YTD).

Use Year-to-Date Values onReports

(This option is applicable onlyin the year that payroll is firstimplemented.)

Check this box if you want reports to reflect the YTD values you entered for employeesduring setup. When this box is checked, the values for checks and adjustmentsentered prior to the YTD data will not appear on reports.

If you do not check this box, the amounts for checks and adjustments that appear onreports may result in data on your reports not matching the amounts you committedduring your payroll setup.

Self-Service

Employees Can Edit BankingInformation

Check this box to allow employees to edit their net bank account for direct deposit.Employees can edit their bank account information using their Employee Center roles.For more information, see Allowing Employees to Update Direct Deposit Information.

Employees Can Choose to bePaid by Check

Check this box to allow employees to change their payment method from directdeposit to check. Employees use the Employee Center role to change their paymentmethod. This preference is available only if the Employees Can Edit Banking

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Field Name FunctionInformation box is also checked. For more information, see Allowing Employees toUpdate Direct Deposit Information.

To set general Payroll preferences:1. Go to Setup > Payroll > Setup Tasks > Set Up Payroll.2. Click the Preferences subtab.3. Set preferences, according to your organization’s needs.4. Click Save.

After you set a preference, make sure that you update payroll information. For more information, seeUpdating Payroll Information.

Allowing Employees to Update Direct Deposit InformationYou can allow employees who use the Employee Center to set up and edit their own bank accountinformation for direct deposit. Employees can edit only their net bank account information. If employeeswant to add or edit additional bank accounts, they must contact their payroll administrator.

To allow employees to set up and edit their direct deposit information:1. Go to Setup > Payroll > Set Up Payroll.2. On the Preferences subtab, in the Self Service section, check the Employees Can Edit Banking

Information box.3. To allow employees to change their payment method to check rather than direct deposit, check the

Employees Can Choose to be Paid by Check box. If you want employees to be paid only by directdeposit, leave this box clear.

4. Click Save.

Important: After an employee updates direct deposit information, a notification is sent to theemployee and to the email address that is entered in the Payroll Issues Alert Email Address fieldon the Set Up Payroll page (Setup > Payroll > Set Up Payroll). If you receive a notification that anemployee has made a change to direct deposit banking information, you must update payrollinformation so that the employee’s changes can be validated and applied. For more informationsee Updating Payroll Information.

Specifying When Employees Can View PaychecksYou can set a preference to specify when employees can view their paychecks in the Employee Center. Bydefault, paychecks are visible on the check date. You can also choose to make paychecks visible when thepayroll batch is committed, one day before the check date, or two days before the check date.

Note: To view their paychecks in NetSuite, employees require access to NetSuite with anEmployee Center role. For more information, see the help topic Granting Access to the EmployeeCenter.

This preference applies to all employees within your organization or subsidiary who are paid withSuitePeople U.S. Payroll.

To specify when employees can view paychecks:1. Go to Setup > Payroll > Set Up Payroll.

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2. Click the Preferences subtab.3. In the Paychecks Visible to Employees list, select one of the following options:

■ When Payroll Batch is Committed■ On Check Date■ One Day Before Check Date■ Two Days Before Check Date

4. Click Save.

After you specify when employees can view paychecks, make sure that you update payroll information.For more information, see Updating Payroll Information.

Setting Default Accounts for PayrollTo view and edit the following fields, click the Default Accounts subtab.

To set default accounts for Payroll:1. Go to Setup > Payroll > Set Up Payroll.2. Click the Default Accounts tab.3. In the Gross Pay list, select the general ledger account to use for your gross pay.4. In the Payroll Expenses Account list, select the account to use for payroll expenses. This is used

as the default expense account.5. In the Payroll Liabilities Account list, select the account to use for payroll liabilities.6. In the Payroll Funding Account list, select the account to use to fund payrolls. NetSuite withdraws

funds from this account to satisfy payments to employees and tax agencies.

Important: The account you select here must match the payroll funding account thatyou indicate in your paperwork when you first implement SuitePeople U.S. Payroll. If youare updating the payroll funding account, you must follow the instructions in SuiteAnswer sarticle 79774.

If you are using NetSuite OneWorld, not all bank accounts are available. To display in this list, abank account must be restricted to the Payroll Subsidiary defined at the top of the Set Up Payrollpage, and should be set up with a currency of USA, meaning U.S. dollars.

7. Click Save.

After you set default accounts, make sure that you update payroll information. For more information, seeUpdating Payroll Information.

Setting Preferences for JurisdictionsThe jurisdictions listed on the Jurisdictions subtab are based on the addresses of your workplaces.Jurisdictions are also listed on each workplace record. If this list of jurisdictions is empty, make sureyou have entered a company address or an address for each workplace, and then go to Setup > Payroll> Update Payroll Information to commit any changes. For more information, see Entering WorkplaceRecords for Payroll.

To set preferences for jurisdictions:1. Go to Setup > Payroll > Set Up Payroll.2. Click the Jurisdictions subtab.

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3. Click the subtab for each jurisdictions. You should see one federal subtab and, for each state inwhich you have workplaces, a state subtab.

4. Verify that the information for each jurisdiction is correct. If necessary, update the information fora jurisdiction. For example, you might need to change the federal deposit schedule or your stateemployer account number.

5. Click Save.

If you make changes to jurisdictions preferences, make sure that you update payroll information. Formore information, see Updating Payroll Information.

Tip: You can use the Workplace Tax Jurisdictions workbook to identify and verify tax jurisdictionsfor each workplace. For more information, see Workplace Tax Jurisdictions (Beta) Workbook.

Setting Specific Tax RatesSuitePeople U.S. Payroll determines the federal, state, and local tax items applicable to your company,based on your company's main office address and list of workplaces. These tax items are displayed on theTaxes subtab of the Set Up Payroll page.

Note: Tax rate fields that appear dimmed are maintained by the tax engine and cannot beupdated by you. If these fields are not the correct rate, contact Customer Support.

Some tax rate fields are editable so that you can set rates specific to your organization. If you set yourown tax rates, updates are your responsibility.

To set specific tax rates:1. Go to Setup > Payroll > Set Up Payroll.2. Click the Taxes subtab.3. Do any of the following:

■ If your company is exempt from a tax rate, check the Exempt box beside the tax rate.■ If a tax rate has changed for your company, enter the new rate in the Rate column.■ To change the effective date for the tax rate, in the Effective Date column, enter a date (mm/

dd/yyyy) or select a date using the calendar icon.■ To view the history of rate changes and the effective or expiration date for that change, click

View in the History column.4. Click Save.

After you make changes to tax rates, make sure that you update payroll information. For moreinformation, see Updating Payroll Information.

Setting Up Email Alerts for Payroll IssuesYou can set up email alerts to notify selected users when issues occur with payroll transactions or whenemployees update their banking information.

To receive payroll alerts:1. Go to Setup > Payroll > Set Up Payroll.2. On the Preferences subtab, enter one or more email addresses in the Payroll Issues alert email

addresses field. You can use commas, semi-colons, or spaces to separate multiple addresses.3. Click Save.

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Payroll Items Setup 13

Payroll Items SetupNote: This topic applies to payroll items that are used with SuitePeople U.S. Payroll. Additionalpayroll item types are available for partners developing solutions with the Paycheck Journalfeature. See Using the Paycheck Journal Feature.

NetSuite provides a list of predefined payroll items that your company can use to set up earnings,deductions, and contributions. You must create new payroll items to pay employees and to track payrollliabilities and expenses.

Typical new payroll items include:

■ Regular Pay or Hourly Wages (Earning:Wage)■ Overtime Pay or Hourly Wages (Earning:Wage)■ Salary (Earning:Salary)■ Bonus (Earning:Addition)■ Third Party Sick Pay Taxable or Third Party Sick Pay Non Taxable (Earnings received from a third party,

usually for short or long-term disability). For more information, refer to Recording Third-Party Sick PayPayments.

■ Health Insurance (Company contribution for portion and deduction for employee-paid portion)■ Union dues (Deduction)■ Savings (Deduction)

To view the complete list of payroll items, go to Lists > Employees > Payroll Items.

To make new payroll items available in a payroll batch, add the new payroll items to the Payroll subtabof the appropriate employee records, and then update payroll information. For more information, seePayroll Setup for Employees.

Payroll Item TypesThe table below includes basic information about each payroll item type.

Payroll ItemType Description Set Limit and

Limit Quantity Derive Pay Rate Set Default RateAutomaticallyCalculated onPaychecks

Deduction A deduction to theemployee's earnings,such as taxes or healthinsurance premiums.

You can associate thisitem with a liabilityaccount by default, orwith an expense orasset account if theExpand Accounts Listfor Payroll Items boxis checked in Set UpPayroll.

Choose to applya limit to thededuction for allemployees andchoose to basethis limit on aquantity.

Pay Rate can bederived fromanother earningor deduction.

Choose to applya default ratein percent ordollars for thededuction andchoose to applythe indicatedrate toall employees.

This item isautomaticallycalculated on apaycheck.

Earning:Addition

An addition to theemployee's earningsthat can be continuousor one-time, such as

Choose to applya limit to theaddition for allemployees andchoose to base

Pay Rate can bederived fromanother earning.

Choose toapply a defaultrate in percentor dollars forthe addition

This item isautomaticallycalculated on apaycheck if one ofthe following is true:

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allowances, bonuses,or holidays.

You can also use thispayroll item type torecord overtime payfor wage employees.

You can associate thisitem with an expenseaccount by default,or with a liability orasset account if theExpand Accounts Listfor Payroll Items boxis checked in Set UpPayroll.

this limit on aquantity.

and chooseto apply theindicated rate toall employees.

■ On the employeerecord, in thePayroll subtab,the Defaultbox is checkedbeside this item.The Rate andDefault Hoursspecified areadded on apaycheck.

■ On the payrollitem record,Based onQuantity ischecked, andtime entriesfor that payperiod havebeen approved.

Earning:Commission

An earning that isgiven to the employeeas commission.

You can useEarning:Commissiononly if the EmployeeCommissionsfeature is enabledin your account. Formore information,see Commissions.If the EmployeeCommissions featureis not enabled inyour account, useEarning:Addition.


— — — This item isautomaticallycalculated ona paycheck ifthe EmployeeCommissionsfeature is set up.

If the Default box is checkedfor the Earning:Commission item onthe Payroll subtabof the employeerecord, then Rate and Default Hours specified are addedon a paycheck.

For wageemployees, thisitem is automaticallycalculated on apaycheck if timeentries have beenapproved for thatpay period.

Earning:Expense

A payment tothe employee toreimburse an expense.

You can useEarning:Expenseonly if you have theExpense Reportsfeature enabled inyour account. For

— — — This item isautomaticallycalculated on apaycheck if theemployee has filedexpense reports.

If the Default box is checked forthe Earning:Expense

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more information,see ExpenseReporting. If theExpense Reportsfeature is not enabledin your account, useEarning:Additionto enter expensereimbursementsdirectly into payroll.


item on thePayroll subtabof the employeerecord, then Rateand DefaultHours specifiedare added on apaycheck.

Earning: Salary An annual salary that ispaid to the employeeon a regular basis.Use Earning:Salaryif the employee'spay is based on a setamount and does notuse time tracking topay the employee.Salary is calculatedbased on the payfrequency chosen onthe employee record.

If your exemptemployees can earnovertime payments,use Earning:Salary fortheir regular hoursand use Earning:Wagefor their overtime pay.


— Pay Rate can bederived fromanother earning.

— This item isautomaticallycalculated ona paycheck forsalaried employees.

Earning: Sick An earning that isgiven towards theemployee's sick leave,with the ability toreduce auto earningsand track accrualbalances.


— This item isautomaticallycalculated on apaycheck if timeentries have been

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approved for thatpay period.

Earning:Vacation

An earning that isgiven towards theemployee's vacationleave, with the abilityto reduce autoearnings and trackaccrual balances.


— Pay Rate can bederived fromanother earning

— This item isautomaticallycalculated on apaycheck if timeentries have beenapproved for thatpay period.

Earning: Wage An hourly earningthat is paid to theemployee, such ashourly wages orovertime pay.

If you pay overtime forexempt employees,use Earning:Salary fortheir regular hoursand use Earning:Wagefor their overtime pay.



— This item isautomaticallycalculated on apaycheck if timeentries have beenapproved for thatpay period.

If the Default box is checked forthe Earning:Wageitem on the Payrollsubtab of theemployee record,then Rate and DefaultHours specifiedare added on apaycheck.

EmployerContribution

A contribution madeby the employeron the employee'sbehalf, such ashealth insurance or aqualified 401(k) plan.

You can associate thisitem with a liability

Choose toapply a limit tothe employercontribution forall employeesand choose tobase this limit ona quantity.

Pay Rate can bederived fromanother earning,deduction,or employercontribution.

Choose toapply a defaultrate in percentor dollars forthe employercontribution andchoose to applythis rate to allemployees.

This item isautomaticallycalculated on apaycheck.

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or expense accountby default, or with anasset account if theExpand Accounts Listfor Payroll Items boxis checked in Set UpPayroll.

Creating Payroll ItemsYou can create payroll items for each type of earning, deduction, and contribution that you use in yourorganization. You then assign payroll items to employees.

To create payroll items:

1. Go to Lists > Employees > Payroll Items > New.

2. If you have a NetSuite OneWorld account, from the Subsidiary list, select a subsidiary.

3. In the Item Type field, select a payroll item type. For more information see Payroll Item Types.

4. In the Item Name field, enter a name for the payroll item.

5. To include a description, which appears on the Summary subtab of employees’ paychecks, enter aDescription.

Descriptions can help employees to understand the different items on their paychecks.

Note: Employees view their paycheck records in the Employee Center. To make sure thatemployees with access to the Employee Center can see descriptions, go to Setup > Payroll> Set Up Payroll and check the Show Payroll Item Descriptions on Summary Tab ofPaychecks box.

6. If the Account Category list is displayed, select the type of account to associate with this payrollitem.

Note: This option is displayed for Earning and Deduction payroll items only if the ExpandAccount List for Payroll Items box is checked at Setup > Payroll > Set Up Payroll.

7. From the Expense Account, Liability Account, or Asset Account list, select the general ledgeraccount to associate with the payroll item.

Note: For employer contribution payroll items, you must select both a liability account andan expense account.

8. If the payroll item is associated with a liability account, from the Agency list, select the tax agencyto which this deduction is paid. The Agency ID for this tax vendor is pulled automatically fromthe vendor record. For more info, see the help topics Vendor Records Overview and AssociatingVendors with Payroll Items.

9. From the Pay Code list, select the appropriate pay code for the payroll item. The pay codedetermines how the payroll item is taxed and reported and whether the item appears onemployees’ W-2s. For more information, see Standard Pay Codes.

10. Depending on the payroll item type, you might also be able to do the following:

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■ Set a limit for the payroll item. For more information, see Setting a Limit for a Payroll Item.

■ Derive the rate for the payroll item from another payroll item. For more information, seeDeriving a Pay Rate from Another Payroll Item.

■ Apply a default pay rate to the payroll item. For more information, see Applying a Default Rateto a Payroll Item.

11. To specify where this payroll item amount should appear in payroll reports, from the ReportSection list, select a report.

12. Click Save.

After you create a payroll item, update payroll information. For more information, see Updating PayrollInformation.

Setting a Limit for a Payroll ItemFor earning:addition, deduction, or employer contribution payroll items, you can set a limit. If the limit isreached, the payroll item is no longer included in payroll calculations. A limit can be applied to employeewages or employee withholdings.

To set a limit for a payroll item:

1. While creating or editing a payroll item, in the Limit field, enter a dollar amount equal to the annuallimit.

2. Select the limit type:

■ To apply the limit to wages, select Wage. When the year-to-date wages for an employee isabove the limit specified, the payroll item is no longer applied.

■ To apply the limit to the amount withheld, select Withholding. When the year-to-datewithholdings are above the limit specified, the payroll item is no longer applied.

3. To apply the limit to all employees, check the Apply Limit to All Employees box.

4. Click Save.

Deriving a Pay Rate from Another Payroll ItemYou can derive pay rates using a multiplier of a linked payroll item. The derived rate is dependent on therate of the payroll item to which it is linked. When the linked rate changes, the derived rate also changes.You can derive pay rates for the following payroll item types:

■ Deduction

■ Earning:Addition

■ Earning:Salary

■ Earning:Wage

■ Earning:Sick

■ Earning:Vacation

■ Employer Contribution

Earning payroll item rates can be derived from other earning payroll items. Deduction payroll item ratescan be derived from earning or deduction payroll items. Employer contribution payroll item rates can bederived from earning, deduction, or employer contribution items.

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The Derived From and Rate Multiplier fields on the payroll item record are used to calculate derived rates.

To set up and use a derived pay rate:

1. Create the payroll item using the Derived From and Rate Multiplier fields.

■ Derived From – Select the payroll item on which the new rate is based. This is the linked payrollitem.

Earnings can be derived from earnings. Deductions can be derived from earnings ordeductions. Contributions can be derived from earnings, deductions, or contributions.

■ Rate Multiplier – Enter the multiplier as a number, not a percentage. This number can be adecimal fraction. Negative numbers are also supported. This field is visible only when a payrollitem is selected in the Derived From field.

For more information, see Payroll Items Setup.

2. Add the derived payroll item on the Payroll subtab of the employee record. The linked item mustalso be included on the employee record.

Be sure to add the payroll item on the appropriate subtab. For example, add overtime wages onthe Earnings subtab, and add 401(k) matching on the Contributions subtab.

3. Go to Payroll and HR > Payroll > Create Payroll (Payroll Manager), and create a payroll batch. Whenyou calculate the payroll, the payroll items with derived pay rates appear in the Net Pay subtab ofthe Complete subtab. For more information, see Creating a Payroll Batch.

Applying a Default Rate to a Payroll ItemFor Earning:Addition, Deduction, or Employer Contribution payroll items, you can enter a default rate thatis applied to employees who are assigned the payroll item.

You cannot use both a derived rate and a default rate on the same payroll item. It must be one or theother.

To apply a default rate to a payroll item

1. While creating or editing a payroll item, enter a default amount or percentage in the Default Ratefield. For example, enter 2.00 for two dollars, or 2% for two percent.

Note: If a value is selected in the Derived From list, the Default Rate field is not displayed.To use a default rate instead of a derived from rate, in the Derived From list, select theempty item at the top.

2. To apply the default rate to all employees, check the Apply Rate to All Employees box.

3. Click Save.

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Inactivating or Deleting Payroll Items

Inactivating a Payroll ItemYou can prevent the use of an existing payroll item by inactivating it.

To inactivate a payroll item:

1. Go to Lists > Employees > Payroll Items.

2. Beside the payroll item that you want to inactivate, click Edit.

3. Check the Inactive box.

4. Click Save.

To view inactive payroll items, go to the list page view and check the Show Inactives box.

Deleting a Payroll ItemYou can delete an existing payroll item if it has never been used. If you want to delete a payroll item thathas been used, inactivate the payroll item instead.

To delete a payroll item:


2. Beside the payroll item that you want to delete, click Edit.

3. From the Actions menu, select Delete.

Editing a Payroll Item

To edit a payroll item:


2. Beside the payroll item that you want to edit, click Edit.

3. Make your changes.

4. Click Save.

Scheduling Payroll Item ChangesYou can schedule changes for payroll items, such as wage and deduction changes for employees. Youcan enter an effective date and expiration date to determine when a payroll item starts or stops for anemployee.

The option for an effective date and expiration date enables scheduling items such as a salary increase,bonus, increase in 401(k) contribution, and more.

To schedule a payroll item change:

1. Go to Lists > Employees > Employees.

2. Next to an employee name, click Edit.

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3. Click the Payroll subtab.

4. On the Earnings, Deductions, Company Contributions, or Accrued Time subtabs, enter aneffective and expiration date for payroll item changes.

Tip: You can schedule payroll item changes for multiple employees from the payroll item record.Go to Lists > Employees > Payroll Items. Beside a payroll item, click Edit. In the Employees list, youcan adjust the Effective Date and Expiration Date fields for each applicable employee.

Mapping Pay Codes to Payroll ItemsMapping pay codes to payroll items is a two-part process:

■ First, NetSuite automatically maps its payroll items to pay codes, such as Federal Withholding items.

■ Second, you can change the automatic mapping to different codes as appropriate for yourorganization. To view a list of codes and definitions, see Standard Pay Codes.

To map payroll items:

1. Go to Setup > Payroll > Map Payroll Items.

2. On the Map Payroll Items page, if you have a NetSuite OneWorld account, select a subsidiary fromthe dropdown list in the Subsidiary field.

3. Review the selection in the New Code column for each item on the Earnings, Deductions, orCompany Contributions subtabs.

4. Select a different code from the dropdown lists in the New Code column as appropriate for thepayroll item.

5. Check the Inactivate box to make a payroll item inactive.

6. Click Save.

7. On the Update Payroll Information page, check the Agree box, and then click Commit Updates.

Standard Pay CodesStandard pay codes are available for earnings, deductions, and employer contributions. These same paycodes are listed in the Pay Code field on payroll item records. The pay code that you select in the Typefield affects the way that the payroll item appears on the employee's Form W-2.

Earning codes identify a range of compensation and other payments received by employees, bothtaxable and non-taxable. Earning codes are available for regular pay, bonuses, and overtime as wellas expense reimbursements and non-taxable sick pay. Learn more about the standard pay codes forearnings:

■ Taxable Earning Pay Codes

■ Fringe Benefit Earning Pay Codes

■ Other Earning Pay Codes

Deduction codes identify a range of deductions from employees' compensation that an employer mayhave to factor into a paycheck or direct deposit. Most employee deductions are voluntary, but some arenot (for example, after-tax deductions such as Child Support and Garnishments). Deduction codes alsoinclude employer contributions paid to third parties for benefits such as medical insurance and pensioncontributions. Learn more about the standard pay codes for deductions:

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■ Miscellaneous Pre-Tax Employee Deduction Pay Codes■ Pension Plan Contribution Pay Codes■ Education Plan Contribution Pay Codes■ Cafeteria Plan Contribution Pay Codes■ After-Tax Deduction Pay Codes

Employer contribution codes are used to record employer contributions. They do not appear onpaychecks or affect taxation or net pay in any way. The employer contributions are recorded to createchecks on the Pay Payroll Liabilities page. For more information, see Employer Contribution Pay Codes.

Taxable Earning Pay Codes

Important: In most cases, these codes are treated as regular earnings for W-2 purposes.

Code Name Description Additional Information FIT Taxable FICATaxable

W-2box

Bonus - Taxed asRegular Income

Bonus payments made toemployees

These bonus paymentsshould be made as part ofthe regular payroll check.

Y Y box 1,3, 5

Bonus - Taxed asSupplemental

Bonus payments made toemployees

Typically bonus paymentsidentified separately andtaxed as supplementalearnings.

Y Y box 1,3, 5

Health CarePremiums -Domestic Partner(Employer)

Federal law requires thatpremiums for healthinsurance for domesticpartners is taxable. Thiscode adds the employercontribution to the earningsfor taxation. An automaticdeduction ensures that theemployee is not paid for thisamount.

Holiday Code to track paymentsmade for holiday pay

These payments arereported as regularearnings.

Y Y box 1,3, 5

ISO - OrdinaryIncome

W-2 income resulting froma disqualifying disposition ofEE stock originated from acompany's stock option plan.See IRS pub 525.

An offsetting deduction canbe used if you would liketo record the ISO throughpayroll rather than directlypaying it to the employee.

N N box 1,16

Overtime Premium Overtime Premium earnings Overtime Premium is usedto pay overtime hours at0.5 x standard pay rate.In case of Double time,the Overtime PremiumCode should be used topay overtime hours at 1 xstandard pay rate.

Y Y box 1,3, 5

Overtime Straight Overtime earnings paid atstraight time

This code pays overtimeat the regular hourly rate.

Y Y box 1,3, 5

Payroll Guide


Code Name Description Additional Information FIT Taxable FICATaxable

W-2box

Hours entered here arealso reflected in overtimepremium.

Paid Time Off -Taxable

Code to track paymentsmade for any paid time off

These payments can includevacation and sick paidtime off in accordancewith company policy andare reported as regularearnings.

Y Y box 1,3, 5

Personal Code to track paymentsmade for any personal timeoff

This tracks personal timeoff in accordance withcompany policy. Paymentsare reported as regularearnings.

Y Y box 1,3, 5

Regular Code for regular time worked These payments arereported as regularearnings.

Y Y box 1,3, 5

Retroactive Pay Code for back pay owed to anemployee

These payments arereported as regular earningsand taxed at supplementalrates. If combined withregular earnings, thesepayments will be taxed atregular rates.

Y Y box 1,3, 5

Severance Code for pay owed to anemployee at termination

This tracks terminationpay in accordance withcompany policy. In mostcases, termination is non-voluntary. Payments,when not combined withregular pay, are reported assupplemental earnings forwithholding purposes.

Y Y box 1,3, 5

Sick Pay Code to track paymentsmade for any sick time paidby employer

This tracks regular sicktime in accordance withcompany policy. Paymentsare reported as regularearnings.

Y Y box 1,3, 5

Supplemental Pay Pay for other than regularhours worked

These payments arereported as regular earningsand taxed at supplementalrates.

Y Y box 1,3, 5

Unpaid Hours This is a memo field Use this field to track anyhours not yet paid.

Y Y box 1,3, 5

Fringe Benefit Earning Pay Codes

In most cases, these codes are additions to earnings for taxation purposes. They account for paymentsmade to employees outside of the payroll system or for use of company assets such as vehicles that havevalue to the employee.

Payroll Guide


Note: Fringe earnings on a paycheck must be offset by a deduction with the same amount. Youmust create a matching deduction to ensure the employee receives no additional cash on thepaycheck. To offset a fringe earning code, use a deduction code based on the Fringe BenefitsOffset type.

Code Name Description Additional Information FITTaxable

FICATaxable

W-2box

Advances - Non-Loans

Code for any advancewhere repayment is notexpected

These are non-loan paymentsthat were made to theemployee and need to bereported as taxable income.

Y Y box 1,3, 5

Cost of Employer-Sponsored HealthCoverage

Code for health carecontributions made byemployer

Use the Fringe BenefitsOffset deduction code toremove the net pay effectof these contributions

N N box 12CodeDD

Cost of Employer-Sponsored HealthCoverage (Offset)

Employee FICA PaidBy Employer

Code for when theemployer chooses topay the employee'sFICA (Federal InsuranceContributions Act tax)

This code is used to offset theFICA paid by the employer.

Y Y box 1,3, 5

Health CarePremiums:Domestic Partner/Civil Union/Same-Sex Marriage(Employer)

For employer contributionfor health insurance

Federal law requires thatpremiums for healthinsurance for domesticpartners is taxable. Thiscode adds the employercontribution to the earningsfor taxation. An automaticdeduction ensures that theemployee is not paid for thisamount.

Y Y box 1,3, 5,and 14

HSA (EmployerContribution)

Employer contributionto the Employees HealthSpending Account

Paid into a qualified plan.Some states tax thesecontributions. Set up amatching deduction toensure the employee is notpaid for this amount.

Note: This amountis not considered forcalculation of basewages for 401(k)contributions.

N N box 12Code W

Moving Expenses -Qualified

This code records qualifiedmoving expenses.

These are expenses thatwere paid to the employee,but not through payroll.These qualified expenses do

N N box 12Code P

Payroll Guide



FICATaxable

W-2box

Used when expensesfor an employee'srelocation are paid bythe employer directly toservice providers. Becausethe money is already paidto the third party, thecheck should include anoffsetting deduction so thisamount does NOT increasecheck's net payment.

not affect net pay and arereported in W-2 box 12 CodeP.

Non-CashCompensation

This records taxable non-cash compensation

This code tracks non-cashcompensation, received bythe employee, for whichvalue needs to be added tothe employee's earnings fortaxation purposes. Code isfully taxable.

Y Y box 1,3, 5

Non-Qualified StockOption

This records non-qualifiedstock options and is W-2reportable and taxable.

This code tracks non-qualifiedstock options, exercised bythe employee, for whichvalue needs to be added tothe employee's earnings fortaxation purposes. Code isfully taxable.

Y Y box 1,3, 5,andbox 12Code V

Pension PlanContribution(Employer)

Third Party Sick Pay- Taxable

For a sick pay plan, that theemployee contributed to, thatis paid by a third party. Thiscode does not affect earningsor net pay. An automaticdeduction ensures that theemployee is not paid for thisamount.

box 1,3, 5

Third Party Sick Pay- Nontaxable

This code recordsnontaxable sick pay

This code tracks sick payplans that employeescontribute to and is paid bya third party. This code doesnot effect earnings or netpay. It enables the amountto be recorded in W-2 box 12Code J.

N N box 12Code J

Group-Term LifeInsurance over$50,000

This records the value ofgroup term life.

The IRS determinesthe standard amountand provides a table forcomputing the value of theinsurance that is in excessof the standard. This coderecords the value of the

You must manually createa matching deduction toensure the employee receivesno additional cash on thepaycheck. Set up a matchingdeduction to ensure theemployee is not paid for thisamount.

Y Y box 1,3, 5,andbox 12Code C

Payroll Guide



FICATaxable

W-2box

excess in regular earnings(box 1, 3, and 5 of W-2) andreports the value in W-2box 12 Code C.

For details on creatingdeductions, see CreatingPayroll Items.

Tips This records tips paiddirectly by customers tothe employee.

These payments are addedto earnings and are fullytaxable.

Y Y box 1,3, 5

UnsubstantiatedReimbursements

Reimbursements forexpenses that do notmeet the federal rules forexclusion from taxation

These are reimbursementsthat were previously paidand now determined to beunsubstantiated. They areadded to earnings and arefully taxable.

Y Y box 1,3, 5,and 14

Health InsEmployer Pd--2%Shrhldrs

This code is used to setthe amount paid by anemployer to cover healthinsurance premiumsof an employee of ans-corporation who is a2%+ shareholder of thecompany.

These employer paymentsare taxed at supplementalrates and if combined withregular earnings, taxed atregular rates.

Y box 1,14

Non Taxable FringeBenefit

This code is to be used verycarefully and only whenthe payroll administratorcannot match a benefiton hand with any of fringecode types available in thesystem.

Because it cannot bematched, it cannot be taxedproperly and this codeis never taxed. It is up toan employee to report itcorrectly on personal taxreturns. If the amount is largeand the benefit actually istaxable, the employee couldbe liable for an estimatedtax payment to differentagencies before the end ofthe tax year.

Pension PlanContribution(Employer)

Records an employer'scontribution to anyemployee's pension plan.401(k) match is a typicalexample.

QSEHRA Coverage Code for QSEHRAcontributions made byemployer

Use the Fringe BenefitsOffset deduction code toremove the net pay effectof these contributions

QSEHRA allows eligibleemployers to pay orreimburse medical careexpenses of eligibleemployees after theemployees provide proof ofcoverage.

N N box 12,codeFF

QSEHRA Coverage(Offset)

Other Earning Pay CodesIn most cases, these pay codes are used for special reporting.

Payroll Guide



FICATaxable

W-2 box

1099 Earnings for independentcontractors

This item is for SuitePeopleU.S. Payroll only.

All pay for independentcontractors should gointo this code. Earningswill be reported on Form1099 MISC box 7.

Form 1099-MISC, box 7

Advances - Loans Code for any advancewhere repayment isexpected

These amounts are notincluded as income fortax-reporting purposes.It is anticipated that theywill be paid back to theemployer.

N/A N/A N/A

COBRA Premiums(Employer UnderARRA)

Golden ParachuteIn Excess Of theLimit

Payment to a keyexecutive whenterminated due to achange of ownership

Golden Parachutepayments in excess of thefederal limit are subjectto an additional excisetax. The amount withheldfor the excise tax mustbe reflected in both W-2box 2 - Federal Incometax withheld and in box12 Code K.

Y Y box 12 CodeK

Tips Paid byEmployer

Allocated tips paid byemployer

In most cases, this codeis used by large food andbeverage employers whoare required to allocatea certain percentageof tips to employees.This appears in box 8 onW-2s.

Y Y box 8

Tips Adds to earnings andis fully taxable. Anautomatic deductionensures that theemployee is not paid forthis amount.

box 7

Moving Expenses- QualifiedReimbursement

Qualified moving expensespaid to employees on theirpaychecks

This code is usedwhen expenses for anemployee's relocationare paid out-of-pocketby the employee and theemployer reimburses theamount. The check shouldNOT include an offsettingdeduction so this amountdoes increase check's netpayment.

Outcome is to increasenet pay withoutincreasing taxable wages- reported in box 12 CodeP.

N N box 12 CodeP

Payroll Guide



FICATaxable

W-2 box

Non-TaxableReimbursement

Code to use whenreimbursing expenses onpaychecks

Expenses should bebusiness related andsubstantiated as perfederal rules. This codedoes not effect earningsor taxes.

N/A N/A N/A

NQDCDistributions

Non-Qualified DeferredCompensationcontributions arepayments that are madeto the employee forwork done or servicesperformed in the past.They are reported on FormW-2, Box 11, but are alsoincluded as taxable wagesin Box 1.

box 11

Miscellaneous Pre-Tax Employee Deduction Pay Codes

Code Name Description Additional Information W-2 box

CommuterChecks

Employee deduction for the employee'scontribution to pay for commuter checks

Internal Revenue Code Section 132 andthe Transportation Equity Act for the 21stCentury (TEA-21) enables employers to offeremployees the opportunity to set aside aportion of their salary to pay for certaintransportation expenses. The employeeis not taxed on amounts set aside andused for qualified expenses (that is, pre-tax dollars are used to pay the commutingexpenses).

For IRS information specific toTransportation (Commuting) Benefits, seehttp://www.irs.gov/pub/irs-pdf/p15b.pdf.

Employee payment for vouchers that theemployee redeems for transit passes,tickets or tokens and/or payment forvanpool fares. Employers provide thesetax-free vouchers to employees inamounts up to the federally mandatedmonthly limit. Employers may also providecommuter checks in the form of cashor cash equivalents in lieu of vouchers.Commuter checks are a pre-tax employeededuction benefit, either as a substitutefor taxable salary or a supplementalbenefit.

FringeBenefits Offset

This code should be used as a base type forall deduction codes used to offset the fringeearnings. Such deduction codes should notbe used for any other purposes.

Fringe earnings should not affect anet pay of the check. It is achieved byoffsetting every fringe earning on thecheck with a deduction of the sameamount as matching earning.

Health InsEmployerPd-2+ pctShrhldrs

This type was designed as an offset to afringe earning type with a matching nameand should not be used! Instead, thegeneric offset type Fringe Benefits Offsetmust be used.

box 14with labelHealthIns

Payroll Guide

http://www.irs.gov/pub/irs-pdf/p15b.pdf


Pension Plan Contribution Pay Codes

Important: In most cases, these pay codes identify pre-tax deductions used to calculate federaland state individual income taxes.


401(k) Contribution Employee's contribution toqualified 401(k) Plan

A retirement plan funded through pre-tax payrolldeductions for eligible employees. 401(k) plansare not taxed on any capital gains, dividends, orinterest until they are withdrawn.

box 12Code D

401(k) Additional After-Tax Contribution

Employee’s after-taxcontribution to qualified 401(k)Plan

After-tax 401(k) contributions are subject totaxation again when they are withdrawn.

box 14

401(k) Catch-up box 12,Code D

401(k) Loan Repayment Employee deduction for 401(k)loan repayment

After-tax payments deducted from employee'spaycheck to repay funds obtained from a 401(k) inthe form of a loan.

N/A

401(k) Roth Contribution All Roth contributions are after-tax and distributions from theplan are not taxable.

Designated Roth Contribution to 401(k) Plan In Lieuof Elective Deferral

You will find more details available at http://www.irs.gov/Retirement-Plans/Roth-IRAs.

box 12Code AA

401(k) Roth - Catch-up box 12Code AA

403(b) Roth Contribution Employee's contribution toqualified 403(b) plan.

All Roth contributions are after-tax and distributions from theplan are not taxable.

Designated Roth Contribution to 403(b) In Lieu ofElective Deferral

You will find more details available at https://www.irs.gov/retirement-plans/irc-403b-tax-sheltered-annuity-plans.

box 12Code BB

403(b) Roth - Catch-up -With 15 Years Of Service

Designated Roth Contributions to 403(b)) Plan InLieu of Elective Deferral. Use either With 15 YearsOf Service or After The Age Limit.

box 12Code BB

403(b) Roth - Catch-up -After The Age Limit

Designated Roth Contributions to 403(b)) Plan InLieu of Elective Deferral. Use either With 15 YearsOf Service or After The Age Limit.

box 12Code BB

403(b) Contribution Employee's contribution toqualified 403(b) plan

A retirement plan for university, civil governmentand not-for-profit employees funded through pre-tax payroll deductions. 403(b) plans have the samecharacteristics and benefits of 401(k) plans.

box 12Code E

403(b) - Catch-up - With15 Years Of Service

Designated contributions to 403(b) plan. Use eitherWith 15 Years Of Service or After The Age Limit.

box 12Code E

403(b) - Catch-up - AfterThe Age Limit

Designated contributions to 403(b) plan. Use eitherWith 15 Years Of Service or After The Age Limit.

box 12Code E

Govt. Employee Deferred- 457(b)

Government employeededuction for deferredcompensation plan

Non-qualified, pre-tax, deferred compensationplans established by state and local governmentand tax-exempt employers.

box 12Code G

Govt. EE 457(b) - Catch-up- Standard

box 12Code G

Payroll Guide

http://www.irs.gov/Retirement-Plans/Roth-IRAs

http://www.irs.gov/Retirement-Plans/Roth-IRAs

https://www.irs.gov/retirement-plans/irc-403b-tax-sheltered-annuity-plans





Govt. EE 457(b) - Catch-up, Additional - 3 Years ToRetirement

box 12Code G

MQGE Pension PlanContribution (Employee)

Medicare QualifiedGovernment Employment(MQGE)

MQGE is a special class of government employees.There are special pension plans for this class.

You will find more details are available at http://www.irs.gov/pub/irs-pdf/p963.pdf.

SEP Contribution - 408(k)(6)

Simplified employee pensions Pre-tax deduction for a Simplified EmployeePension (SEP), which is a retirement plan foremployers who do not wish to sponsor oradminister a qualified pension or profit-sharingplan.

box 12Code F

SEP 408(k)(6) - Catch-up box 12Code F

SIMPLE - 408(p)Contribution

Saving Incentive MatchPlans for employees of smallemployers

Pre-tax deduction for a Savings Incentive MatchPlan, a retirement plan for employers with no morethat 100 employees.

box 12Code S

SIMPLE - 408(p) - Catch-up

Pre-tax deduction for a Savings Incentive MatchPlan, a retirement plan for employers with no morethat 100 employees.

box 12Code S

Education Plan Contribution Pay Codes

Code Name Description Additional Information W-2box

CollegeSavings Plan(529)

Employee deduction for aqualified college savingsplan

Employee contributions to a tax-deferred college savings plan.While the initial employee deductions are not tax deductible,tax is not paid by the employee on the account's earnings untilthe funds are disbursed to pay for college.

N/A

Cafeteria Plan Contribution Pay Codes


Cafeteria Contrib. - FSA:Adoption Assist.

Employee contribution to apre-tax adoption assistanceplan

A pre-tax payroll deduction for theemployee's contribution to his or heremployer's cafeteria plan for AdoptionAssistance savings account.

box 12,Code T

Cafeteria Contrib. - FSADependent Care

Employee contribution toa pre-tax dependent careplan

A pre-tax payroll deduction for theemployee's contribution to his or heremployer's cafeteria plan for DependentCare.

box 10

Cafeteria Contrib.-FSA: HealthCare

A pre-tax payroll deduction for theemployee's contribution to theiremployer's cafeteria plan for Health CareFSA.

box 14

Cafeteria Contrib. - POP Employee contribution toa pre-tax premium-onlycafeteria plan

A pre-tax payroll deduction for theemployee's contribution to his or her

N/A

Payroll Guide

http://www.irs.gov/pub/irs-pdf/p963.pdf

http://www.irs.gov/pub/irs-pdf/p963.pdf


Code Name Description Additional Information W-2 boxemployer's cafeteria premium-only plan topay insurance premiums.

Cafeteria Contribution-MedicalCare Premiums

Employees contribution to apre-tax medical care plan

A pre-tax payroll deduction for theemployee's contribution to his or heremployer's cafeteria plan for medical care.

N/A

Cafeteria Contribution - HSA Employee contribution to a Health SavingsAccount (HSA) through a Cafeteria Plan

box 12Code W

After-Tax Deduction Pay CodesThese deductions do not reduce taxes.


Advances -Repayment

Employee repayment ofadvance

Funds paid back to employer for a previous advance.This deduction does not reduce taxes.

N/A

After-Tax EmployeeInsuranceContribution

Employee contribution toinsurance plans treated asan after-tax deduction

Insurance contributions made for any insurance thatcannot be pre-tax. This deduction does not reducetaxes.

This code is rarely used. In most cases, employersprovide at the minimum a Premium Only Plan (POP)cafeteria plan that will shift the insurance premiumsto a pre-tax basis—reducing virtually all taxes,including employer taxes such as FICA, Medicare, andUnemployment.

N/A

Child Support Employee deduction forchild support payment

Money paid through payroll by the non-custodial parentto the custodial parent for the support of children. Thisis an after-tax deduction and is often, but not always,mandated by a court order. This deduction does notreduce taxes.

N/A

Employee Share SDI Employee deduction forstate disability insurance

This tracks the employee deduction for state disabilityinsurance. This deduction does not reduce taxes.

box 14

Garnishment Employee deduction forwage garnishment.

Wage garnishment is a legal procedure in which aperson's earnings are required by court order to bewithheld by an employer for the payment of a debt. Thisdeduction does not reduce taxes.

N/A

Health CarePremiums -Domestic Partner

Long Term Disability Employee deductionfor long term disabilityinsurance

After-tax deduction for employee's share of the cost oflong term disability insurance. This deduction does notreduce taxes.

box 14

Misc. After-taxDeduction

General employeededuction which does notreduce taxes

Miscellaneous after-tax deduction that can be used fora deduction not listed. This deduction does not reducetaxes.

N/A

Term Life Insurance Employee deduction forterm life insurance whichdoes not reduce taxes

Employee's after-tax contribution for a term-lifeinsurance premium.

box 14

Payroll Guide



This code should be rarely used. In most cases, this typeof insurance is included in a pre-tax plan, such as a POPplan. This deduction does not reduce taxes.

Employer Contribution Pay CodesThese standard pay codes are used to record employer contributions. They do not appear on paychecksor affect taxation or net pay in any way. The employer contributions are recorded to create checks on thePay Payroll Liabilities page.


Medical (EMPLOYER) Created to permit SuitePeople U.S.Payroll to automatically generatethird-party checks for medicalpremiums

N/A

Pension Contributions(EMPLOYER)

Created to permit SuitePeople U.S.Payroll to automatically generatethird-party checks for employermatching pension contributions

N/A

SIMPLE - 408(p)Contribution(EMPLOYER)

Optional SIMPLE matchingcontribution from employer

This deduction does not appear on anemployee's pay stub, but is provided so thatthe payroll system can make direct paymentsof the full SIMPLE payroll contributions to thepension administrator.

N/A

Term Life Insurance(EMPLOYER)

Created to permit SuitePeople U.S.Payroll to automatically generatethird-party checks for pensioncontributions

N/A

Payroll Setup for EmployeesEach employee that you pay with SuitePeople U.S. Payroll must have an employee record in NetSuite.Employee records store all tax, earning, deduction, contribution, and time-related information thataffects payroll. They also contain employees' home addresses and workplaces, and employees’ bankinginformation for direct deposit payments.

Important: After you edit employee records, you must update payroll information. For moreinformation, see Updating Payroll Information.

The following topics cover payroll setup for employees:

■ Including an Employee in Payroll■ Setting Up Direct Deposit for an Employee■ Setting Up Earnings for an Employee■ Setting Up Deductions for an Employee■ Setting Up Company Contributions for an Employee■ Setting Up Accrued Time for an Employee■ Taxes and Jurisdiction Setup for Employees

Payroll Guide

Payroll Setup for Employees 33

■ Updating Payroll Items for Multiple Employees

Including an Employee in PayrollAfter you enable the Payroll feature, the Payroll subtab is added to employee records. You must enterrequired information into this subtab so that you can use NetSuite to pay your employees.

To include an employee in Payroll:1. Go to Lists > Employees > Employees, and do one of the following:

■ To create an employee record, click New.■ To include an existing employee in payroll, beside the employee name, click Edit.

2. On the Address subtab, enter an address for the employee. The home address you enter is usedto calculate state and local taxes. For more information, see the help topic Entering AddressInformation for an Employee.

Note: The home address can be used in conjunction with a workplace address.

3. On the Human Resources subtab, enter values in the Social Security Number and the Hire Datefields.

4. On the Payroll subtab, do the following:■ Check the Include in Payroll box. If this box is not checked, the employee cannot be paid with

SuitePeople U.S. Payroll.If you are using NetSuite OneWorld and the Include in Payroll box is unavailable, it means thatyou must select a Subsidiary for the employee that matches the Subsidiary defined at Setup> Payroll > Set Up Payroll. After you select a subsidiary, save the employee record. Then reopenthe record in edit mode to check the Include in Payroll box.

■ In the Compensation Type field, select Wage or Salary, depending on whether your companypays this employee an hourly wage or a periodic salary.

Important: If the Compensation Tracking feature is enabled, and if you set upPayroll to copy compensation tracking information (see the help topic IntegratingEmployees’ Base Pay Information with Payroll), you should enter this information in theCompensation Tracking subtab of the employee record.

■ In the Pay Frequency field, select how often this employee is paid.■ In the Last Paid Date field, enter or verify the last date of this employee's most recent pay

period.This is the most recent date for which they were paid or should be paid. For example, if a payperiod ends on October 7 but the paycheck is generated on October 10, then the last paid dateis October 7.If you are adding an employee to payroll for the first time who is already employed by yourcompany, then manually enter the last date of their first pay period. This field is auto-updatedwith the most recent pay-period end date each time you run payroll.

Note: If this employee tracks time using the Time Tracking feature, and you are nowadding the employee to payroll, you must enter the employee’s last paid date. Thisensures that the employee’s pay is calculated correctly according to the Pay EarningsPrior to Pay Periods (Days) preference in payroll setup. For more information, see SettingGeneral Payroll Preferences.

■ From the Workplace list, select where this employee works.

Payroll Guide



https://system.netsuite.com/app/help/helpcenter.nl?fid=bridgehead_1496764441.html



The workplace determines the taxes that must be paid by the employer and the employee.

Important: If an employee lives in Washington, D.C. and works in a neighboringstate, you must create a workplace with the same zip code as the employee's homeaddress, but do not assign the workplace to the employee. After you create thisworkplace, if a reciprocity agreement is checked, employee tax withholding is calculatedfor only Washington, D.C. If a reciprocity agreement is not checked, withholding iscalculated for both jurisdictions.

You cannot delete a workplace that is referenced by any employee record.

5. Click Save.

Setting Up Direct Deposit for an EmployeeYou can set up employees for direct deposit payments by entering bank account information onemployee records.

To set up direct deposit for an employee:


2. Next to the employee that you want to set up for direct deposit, click Edit.

3. On the employee record, click the ACH/Direct Deposit subtab.

4. Check the Use Direct Deposit box.

5. In the Accounts table, add bank accounts for the employee:

a. Check the Net Account box to indicate that the net paycheck balance should be depositedin this account.

For example, an employee's check amount is net pay of $1,200.00. The employee record liststwo direct deposit accounts, one Savings account showing an amount of $200.00, and oneNet account. The transaction will show a deposit of $200.00 into the savings account, andthe balance, $1,000.00, is deposited into the Net account.

For more examples of Direct Deposit payroll transactions, see Printing Direct DepositVouchers.

b. If the account is a savings account, check the Savings Account box.

c. To run a prenote test transmission on the account, clear the Prenoted box.

To process direct deposit transactions to this account without a prenote test, check thePrenoted box. NetSuite recommends that you run a prenote test for each account.

d. In the Bank Name column, enter the name of the employee's bank.

You can enter up to 31 characters in this field.

e. In the Routing Number column, enter the 9-digit routing number for the employee's bankaccount.

Payroll Guide


Note: International payment of employees’ direct deposit is not yet supportedby SuitePeople U.S. Payroll. You may consider using pay cards to pay employeeswith international bank accounts. Be aware that international transit numbers mayrequire a specific number pattern. For example, Canadian transit numbers areregulated by the Canadian Payments Association. The number pattern for ElectronicFund Transactions (EFT) is 0YYYXXXXX. The first four digits represent the transitnumber where YYY is an Institution Number. The last five digits represent the BranchNumber. The last digit of the Branch Number, with few exceptions, indicates thegeographical location of the branch.

f. In the Account Number column, enter the employee's bank account number.

You can enter up to 20 characters in this field.

g. In the Amount field, enter the amount of the payment to be deposited to this bank account.

For example, if the employee requests that $200.00 from every paycheck is deposited intotheir savings account, enter 200 in the amount field next to the savings account information.

If the account is the Net Account, leave this field blank.

h. To save the bank account on the employee record, click Add.

You can repeat this process to add multiple accounts for this employee.

6. Click Save.

If a direct deposit to an employee's account fails and if the error cannot be resolved, NetSuite changesthe paycheck from direct deposit to Employer Paid and refunds the amount that initially funded theemployee's direct deposit. The refund does not trigger a correcting journal entry. For this reason, whenyour company receives the refund, you must make a manual journal entry in your Payroll FundingAccount. For more information, see the help topic Making Journal Entries.

After an employee is set up for direct deposit, if you also use the ACH Vendor Payments feature, you canpay employee expenses by transferring funds into their bank account. For more information, see the helptopic ACH Vendor Payments.

Setting Up Earnings for an EmployeeFor each employee who is included in Payroll, you can add earning payroll items on the employee record.These payroll items are used to determine the employee's gross pay.

Before you can set up earnings for an employee, you need to create earning payroll items. Forinformation, see Creating Payroll Items.

Important: If the Compensation Tracking feature is enabled, and if you set up Payroll tocopy compensation tracking information (see the help topic Integrating Employees’ Base PayInformation with Payroll), you should enter basic earning information in the CompensationTracking subtab of the employee record. For more information about the Compensation Trackingfeature, see the help topic Recording Base Pay Compensation for an Employee.

To set up earnings information for an employee:


2. Next to the Employee's name, click Edit.

3. Click the Payroll subtab, and then click the Earnings subtab.

Payroll Guide







4. In the Earning field, choose one of the payroll items that you set up for earnings.

For example, you may have set up a payroll item called Regular Hourly Wages.

An employee should not have both wage and salary items during the same time period. If youpreviously selected a wage item for the employee, the wage item must be inactivated to add asalary payroll item.

5. In the Rate field, enter the rate that applies to that type of earning for this individual.

For example, if you are setting up wages for an employee, you might enter 22.00 for an employeeearning $22 per hour. If you are setting up annual salary for an employee, you might enter45000.00 for an employee earning $45,000 per year.

6. If this payroll item is the employee's main pay item, check the Primary box. The Primary box hasthe following uses:

■ You can use the Primary attribute to filter records for reporting and search purposes. Thislets you obtain lists of employee salaries and wages, without the clutter of information fromother earning payroll items. The following related fields are available to be used as search filtersand displayed as search results: Primary Earning Type, Primary Earning Item, and PrimaryEarning Amount.

■ If the Compensation Tracking feature is enabled, and if you set up Payroll to copy compensationtracking information (see the help topic Integrating Employees’ Base Pay Information withPayroll), the Compensation Tracking feature uses the Primary box to determine which payrollitem to automatically update.

7. In the Default Hours field, enter the default number of hours this person is paid for this earningtype. To create an additional pay using the rate and default hours, check the Default box. Takenote of the following:

■ If you select a payroll item with the type Earning:Salary, the system calculates the amount evenif you leave the Default Hours field blank or enter 0 (zero).

■ If you select a payroll item with the type Earning:Wage, the hours entered in time tracking areused to calculate earnings. In addition, checking Default will add an earning amount equal todefault hours multiplied by rate, regardless of hours entered by time tracking.

■ If you select a payroll item with the type Earning:Addition and you leave the Default Hours fieldblank or enter zero, one of two outcomes can occur:

□ The earning type is not calculated. To calculate this earning type, enter a value greater thanzero and check the Default box.

□ If you check the Default box in the employee record and the Allow Entry from CreatePayroll box in the payroll item record, this earning type is calculated.

8. To prevent the use of this item for this employee, check the Inactive box.

9. If this item is to appear on the paycheck every time you run payroll, check the Default box. Thisadditional pay is not calculated if you leave the Default Hours field blank or enter zero.

10. Enter the Effective Date and Expiration Date for the payroll item. These dates are checkedagainst the payroll period ending date to determine which payroll items are affected.

11. Click Add.

12. Continue adding earning items as necessary.

13. Click Save.

Setting Up Deductions for an EmployeeFor each employee who is included in Payroll, you can add deduction payroll items on the employeerecord.

Payroll Guide




You may need to create payroll deduction items before you can select them for employees. Forinformation, see Payroll Items Setup.

To set up deductions for an employee:

1. Go to Lists > Employees > Employees.2. Click Edit next to the Employee's name.3. Click the Payroll subtab, then click the Deductions subtab.4. In the Deductions field, choose one of the payroll items you set up for deductions.

For example, you may have set up a payroll item called 401(k).5. In the Rate field, enter the deduction per pay period for this individual as a dollar amount or as a

percentage.For example, you might enter 60 for sixty dollars or 15% for fifteen percent.

6. In the Limit field, enter a limit, if one applies.For example, you could enter 10,500 as the annual limit for the employee's 401(k) deductions.

7. Click Add.8. Continue adding deduction items as necessary.9. Click Save.

Setting Up Negative Deductions for an EmployeeInstead of creating a payroll adjustment to correct an incorrect deduction on a previous paycheck, youcan use a negative deduction to add it back to an employee's earnings, and if required, automaticallycalculate the taxes. The negative deduction feature complies with all federal, state, and local taxable wagerules. This feature is supported as long as it does not result in a negative paycheck. If needed, you canenter a negative amount on the Create Payroll page, and review it before you commit the payroll batch.

Tip: When adjusting a pre-tax deduction from a previous quarter, NetSuite recommends youmake an adjustment instead of a negative deduction.

Negative deductions can be used for these pre-tax deductions:

■ Cafeteria Contribution — FSA: Adopt. Assist■ Cafeteria Contribution — FSA: Dependent Care■ Cafeteria Contribution — FSA: Health Care■ Cafeteria Contribution — POP■ Cafeteria Contribution — Medial Care Premiums■ Commuter Check■ 401(K) Contribution■ 401(K) Catch-up■ 403(b) Contribution■ 403(b) Catch-up — After the Age Limit■ 403(b) Catch-up — With 15 Years of Service■ Government Employee Deferred — 457(b)■ Government EE 457(b) — Catch-Up Standard■ SEP Contribution — 408(k)(6)■ SEP 408(k)(6) — Catch-Up

Payroll Guide


■ Simple 408(p) Contribution■ Simple 408(p) Catch-Up

Negative deductions should not be used for the Cafeteria Contribution — HSA pretax deduction.

To set up a negative deduction for an employee:

1. Go to Lists > Employees > Employees.2. Click Edit next to the employee’s name.3. Click the Payroll subtab, and then click the Deductions subtab.4. In the Deductions field, choose from a list of payroll items that are set up for negative deduction.

Note: If you allocate the negative deduction as a pretax deduction the system adds theamount to the taxable wage base. If you allocate it as an after-tax deduction the systemtreats it as an additional earning item with no tax implications.

5. In the Rate field, enter the negative deduction for the pay period as a dollar amount or as apercentage.

6. Enter the effective and expiration dates for the payroll item. These dates are checked against thepayroll period ending date to determine which payroll items are affected.

7. Click Add.8. Click Save.

When you create a payroll batch, the negative deduction is calculated as a reimbursement.

Setting Up Company Contributions for an EmployeeFor each employee who is included in Payroll, you can add company contribution payroll items on theemployee record.

You may need to create contribution payroll items before you can select them for employees. Forinformation, see Payroll Items Setup.

To set up contributions for each employee:

1. Go to Lists > Employees > Employees.2. Beside an employee name, click Edit.3. Click the Payroll subtab.4. Click the Company Contributions subtab.5. In the Company Contributions field, choose one of the payroll items you set up for contributions.6. In the Rate field, enter the contribution per pay period for this individual as a dollar amount or as a

percentage.NetSuite always inserts the correct rates for items that you choose from the tax tables. For acontribution you create yourself, such as for a benefits plan, you might enter 20 for twenty dollarsor 1% for one percent.

7. In the Limit field, enter a limit, if one applies.NetSuite always inserts the correct rates for items you choose from the tax tables.

8. Click Add.9. Continue adding deduction items as necessary.

10. Click Save.

Payroll Guide


Setting Up Accrued Time for an EmployeeFor each employee who is included in Payroll, you can set up accrued time by adding payroll items relatedto sick and vacation time to the employee record.

You may need to create earning payroll items for accrued time before you can select them for employees.For information, see Payroll Items Setup.

Important: If you are using the Time-Off Management feature, refer to the steps for setting upaccrued time in Updating the Employee Record for Time-Off Management and Payroll.

To set up accrued time for each employee:1. Go to Lists > Employees > Employees.2. Next to the employee's name, click Edit.3. Click the Payroll subtab, and then click the Accrued Time subtab.4. In the Accrued Time subtab, do the following:

a. In the Sick/Vacation Time field, choose one of the payroll items that you set up for sicktime, vacation time, or other paid time off (PTO) events.For example, you might have set up a payroll item called PTO — Vacation.

b. If you are setting up accrued time for the first time for this employee, in the Accrued Hoursfield, enter a beginning balance.After the beginning balance is set, the system keeps track of this total.

c. In the Accrue As field, select one of the following:■ Lump Sum: Calculate accrual based on total hours for the year. Accrual occurs with the

employee’s first payroll of the year and does not increase with subsequent payrolls.■ Per Pay Period: Calculate accrual per pay period.■ Per Hour Worked: Calculate accrual per hours worked. This includes overtime if the time

was recorded.d. In the Accrual Rate field, enter the number of hours this employee accrues for the period of

time set in the Accrue As column in the previous step.■ If the Accrue As field is set to Lump Sum, the accrual rate should be the total number of

hours per year.■ If the Accrue As field is set to Per Pay Period, the accrual rate should be the number of

hours the employee earns per pay period.■ If the Accrue As field is set to Per Hour Worked, the accrual rate should be the amount of

time off to accrue for each hour worked (for example, 0.04).e. In the Monetary Rate field, enter the cost per hour of the accrued time.f. To set the total accruals to zero and begin calculations again each calendar year, check the

Reset at Year End box.Employees’ accrued time is reset when the period ending date is in the new year. Ifemployees take time off during a pay period that includes both the previous year and thenext, the time is taken from their previous year’s balance, and then reset. If an employee'slast paid date is blank, the accrued time is not reset.

g. If your company sets a limit for accrued time, in the Maximum Hours field, enter themaximum number of hours that can be accrued.

h. Click Add. Continue adding payroll items as necessary.5. Click Save.

Payroll Guide



Taxes and Jurisdiction Setup for EmployeesBefore you can start paying employees with SuitePeople U.S. Payroll, you need to set up taxes andjurisdiction-specific requirements for the employee. This involves first Verifying the Jurisdictions for anEmployee, and then Selecting Status Exemptions for an Employee.

After you verify jurisdictions and select status exemptions for an employee, you can set up Employee TaxWithholdings and Allowances. Optionally, depending on an employee’s jurisdiction, you can complete thefollowing tasks:

■ Setting Up Taxes for Employees who Work in Different States During a Pay Period■ Adding Standard Occupational Classification Codes for Employees in Alaska, Louisiana, and South

Carolina■ Setting Up California VDI for Employees■ Setting Up Paid Family and Medical Leave Contributions for Employees in Washington■ Setting Up Paid Family and Medical Leave Contributions for Employees in Massachusetts■ Setting Up Payroll for Expatriate Employees

Verifying the Jurisdictions for an EmployeeThe Jurisdictions subtab lists all the Federal, State, County, Local, and School District jurisdictionsapplicable based on the home address entered on the Address subtab of the employee record.

Important: Before you can verify jurisdictions for an employee, you must complete the steps inIncluding an Employee in Payroll, and then update payroll information. For more information, seeUpdating Payroll Information.

To verify an employee's jurisdictions:1. Go to Lists > Employees > Employees.2. On the Employees list, click Edit next to the name of the employee for whom you want to verify

jurisdictions.3. Click the Payroll subtab, and then click the Jurisdictions subtab.

Jurisdictions marked N/A do not apply to the selected employee.4. Click Cancel to return to the Employees list.

Tip: You can verify jurisdictions for multiple employees with the Employee Tax Jurisdictionsworkbook. For more information, see Employee Tax Jurisdictions Workbook (Beta).

Selecting Status Exemptions for an EmployeeAfter you include an employee in payroll and update payroll information, you can select status exemptionsfor the employee.

To select status exemptions for an employee:1. Go to Lists > Employees > Employees.2. Next to the name of the employee, click Edit.3. Click the Payroll subtab.4. Check the boxes beside the exemptions that apply to this employee. The exemptions available can

include the following:

Payroll Guide


■ Sole Proprietor■ Minor Under 18 Employed by Parent■ F1/J1 Visa■ One Spouse Employed by Another■ Minor Under 21 Employed by Parent■ Partner of a Partnership■ Parent Employed by Child■ MQGE Pension Plan Participant (Social Security Exempt)■ Exempt Corporate Officer

5. Click Save.

Make sure that you update payroll information after you select status exemptions for employees. Formore information, see Updating Payroll Information.

Employee Tax Withholdings and AllowancesAfter you include an employee in payroll and update payroll information, SuitePeople U.S. Payroll usesthe home address and workplace to create a list of applicable tax items for the employee. These tax itemsappear on the Taxes subtab, under the Payroll subtab of the employee record.

For each employee, you should do the following:

■ Check the tax rates■ Add additional withholding information based on the information that employees submit in federal

Form W-4 or in state-specific tax forms

Learn how to set up tax withholdings and allowances in the following topics:

■ Entering Form W-4 (2020 version) Information for an Employee■ Entering Legacy Form W-4 Information for an Employee■ Reverting to the 2019 Version of Form W-4■ Setting Up Other Tax Withholdings and Allowances

To learn more about the taxes applicable for employees in each state in the U.S., you can visit the IRSwebsite.

Entering Form W-4 (2020 version) Information for an Employee

Important: The 2020 version of Form W-4 is available as of January 1, 2020.

U.S. employees are required to complete Form W-4 and submit it to their employers. NetSuite uses theinformation from the Form W-4 to calculate the appropriate amount of federal taxes to withhold frompaychecks. For more information about Form W-4, visit the IRS website.

To enter Form W-4 information for an employee:

1. Go to Lists > Employees > Employees.2. Next to the employee's name, click Edit.3. Click the Payroll subtab, and then click the Taxes subtab.4. In the row containing federal withholding, in the Tax Form column, click W-4.

Payroll Guide

https://www.irs.gov/businesses

https://www.irs.gov/businesses

https://www.irs.gov/forms-pubs/about-form-w-4


5. Enter the employee's information in the form:■ If the employee has indicated that they are exempt from tax withholding, check the Exempt

box.If you check this box, the other fields on the form, with the exception of the Filing Status field,are no longer editable.

■ From the Filing Status list, select the employee's filing status.■ If the employee has checked box 2(c) on Form W-4, check the Multiple Jobs or Spouse Works

box.■ In the Dependents Total Amount field, enter the amount from box 3 on the employee's Form

W-4.■ In the Other Income field, enter the amount from box 4(a) on the employee's Form W-4.■ In the Deductions field, enter the amount from box 4(b) on the employee's Form W-4.■ In the Extra Withholding field, enter the amount from box 4(c) on the employee's Form W-4.

6. Click Save.

After you enter Form W-4 information, make sure that you update payroll information. For moreinformation, see Updating Payroll Information.

Entering Legacy Form W-4 Information for an EmployeeYou may be setting up taxes for employees who submitted the legacy version (the version used from2019 or earlier) of Form W-4. If this is the case, use the following procedure to enter their Form W-4information.

As of January 1, 2020, employees should submit the 2020 version of Form W-4 (see Entering Form W-4(2020 version) Information for an Employee) in the following scenarios:

■ The employee is new to the company.■ The employee is updating their withholdings. This can be due to a life event, such as marriage or

having a child.

To enter legacy Form W-4 information for an employee:

1. Go to Lists > Employees > Employees.2. Next to the employee's name, click Edit.3. Click the Payroll subtab, and then click the Taxes subtab.4. In the federal withholding row, enter the information from Form W-4.5. Click Save.


Reverting to the 2019 Version of Form W-4If you updated an employee to the 2020 version of Form W-4 in error, you may need to revert to theemployee’s 2019 version of Form W-4. You can revert the form only if the 2019 version of the formimmediately precedes the current version of the form. If you make additional changes to the 2020 versionof the form, you cannot revert to the 2019 version.

To revert to the 2019 version of Form W-4:


Payroll Guide


2. Next to the employee’s name, click Edit.3. Click the Payroll subtab, and then click the Taxes subtab.4. In the row containing federal withholding, in the Tax Form column, click W-4.5. At the top of the form, click Revert.6. In the confirmation message, to confirm that you want to revert the form, click Revert.

Setting Up Other Tax Withholdings and AllowancesYou may need to set up state withholdings and allowances for your employees.

To set up tax withholdings and allowances for an employee:

1. Go to Lists > Employees > Employees.2. Next to the employee’s name, click Edit.3. Click the Payroll subtab, and then click the Taxes subtab.4. For the applicable tax items, complete the following:

■ In the Filing Status column, verify that the selected status for each tax item is correct. Thisinformation is available on the employee’s tax forms.

■ If the employee qualifies as exempt for any of the listed taxes, check the Exempt box for the taxitem.

■ In the Exemptions/Allowances column, enter the number of exemptions or allowances for theemployee for each tax item.

■ To apply a tax override method to a tax item, from the Override Method list, select a method,and then enter an override amount. For more information, see Tax Override Methods forEmployee Withholding.

5. Click Save.


Tax Override Methods for Employee WithholdingSuitePeople U.S. Payroll uses tax rates to calculate the amount of taxes to withhold from employeepaychecks. These tax rates are based on each employee's home address and workplace and are listedon the Taxes subtab of each employee record's Payroll subtab. On this same subtab, you can set uptax override methods for special cases where employee withholding should vary from automated taxcalculations.

A tax override supersedes the use of allowances to determine employee withholding. For example, anemployee may request an override to increase withholding to avoid underpayment of taxes at year end.

Note: Paychecks are sometimes used to make only non-taxable payments to employees, suchas reimbursing expenses. In these cases, because the employee’s taxable wages are zero, taxamounts are zero and tax overrides are not applied.

For information about how to set up override methods and enter tax information onto employee records,see Employee Tax Withholdings and Allowances. For information about entering other payroll informationonto employee records, see Payroll Setup for Employees.

You can choose from three different methods for calculating tax overrides. For any tax item listed for anemployee, you can select one of these methods and specify an override amount.

Payroll Guide


■ Percentage - This method calculates the override withholding as a percentage of the standardwithholding amount. The override amount for this method should be entered as a decimal. Forexample:□ To decrease withholding by half (50%), enter an override amount of 0.5.□ To increase withholding by 25%, enter an override amount of 1.25.

■ Adjustment Amount - This method increases or reduces the standard withholding amount by a setdollar amount. The override amount for this method should be entered as a positive or negativenumber, that corresponds to a dollar amount. For example:□ To decrease withholding by $50 per paycheck, enter an override amount of -50.□ To increase withholding by $50 per paycheck, enter an override amount of 50.

■ Fixed Amount - This method replaces the standard withholding amount with a set dollar amount. Theoverride amount for this method should be entered as a positive number. For example, to withhold$100 per paycheck instead of the standard withholding amount, enter an override amount of 100.

Setting Up Taxes for Employees who Work in Different StatesDuring a Pay PeriodSuitePeople U.S. Payroll supports tax compliance for employees who work in different states during a payperiod. NetSuite calculates the pertinent taxes for the jurisdiction where work is performed, as well as theemployee’s primary office and home jurisdictions.

NetSuite uses the system-default settings to withhold taxes for jurisdictions other than the home andprimary workplace jurisdictions. The default settings are single with no allowances.

To set up and use the multi-state taxation option:

1. Select the preference for the option:a. Go to Setup > Other Setup > Set Up Payroll (Payroll Manager).b. Check the Enable Multi-State Calculation box in the Paychecks group, and then click Save.

When multi-state calculation is enabled, an editable Payroll Item Workplace field is addedto the Earnings, Time, and Commissions subtabs for paychecks and bulk edit. The fieldis also added to time transactions. The Payroll Item Workplace field is not available forexpense reimbursements.

2. Go to Transactions > Employees > Create Payroll, and create a payroll batch. For more information,see Creating a Payroll Batch.

3. Calculate the payroll batch. For more information, see Calculating a Payroll Batch.4. Edit the individual paychecks, and select a Payroll Item Workplace for each payroll item in the

Earnings, Time, and Commissions subtabs, as needed. The default is the workplace set on theemployee record. For more information, see Editing an Individual Paycheck from a Payroll Batch.The dropdown list for the Payroll Item Workplace field includes all of the workplaces you haveconfigured for your company.When you add a payroll item and leave the Payroll Item Workplace field blank, it defaults to theworkplace on the employee record when you save the change.

Adding Standard Occupational Classification Codes forEmployees in Alaska, Louisiana, and South CarolinaIf you have workplaces in Alaska, Louisiana, or South Carolina, you need to collect and maintain StandardOccupational Classification (SOC) codes for employees who work at those workplaces.

Payroll Guide


Before you can track SOC codes for employees in Alaska, Louisiana, and South Carolina, you must installthe U.S. Payroll Compliance SuiteApp.

■ Bundle Name: Payroll Compliance

■ Bundle ID: 202280

To learn how to install a SuiteApp, see the help topic Installing a Bundle.

To add SOC codes for employees:


2. Beside the employee name, click Edit.

3. Click the Payroll subtab.

4. In the Standard Occupational Classification field, enter the SOC code that corresponds with theemployee’s job. For more information see https://www.bls.gov/soc/.

Note: The Standard Occupational Classification field appears only if the employee’sworkplace is set to a location in Alaska, Louisiana, or South Carolina.

5. Click Save.

After you update the employee record, you must also update payroll information. For more information,see Updating Payroll Information.

Setting Up California VDI for EmployeesEmployees in California have the option of replacing their state disability insurance (SDI) with a voluntarydisability insurance (VDI). If you have employees in California who opt for VDI, subject to state agencyapproval, you can account for this in your SuitePeople U.S. Payroll setup.

If they opt for VDI, contributions are deducted from their pay, calculated as a percentage of their taxablewage, up to an annual maximum.

The default rate for the VDI deduction must be the same for all of your employees. For more informationabout this program, go to the Employer Voluntary Plans page on the State of California’s website.

Creating a Payroll Item for VDI

Before applying the VDI deduction to your employees' profiles, you must first create a payroll item for it.

To create the VDI payroll item:

1. Go to Lists > Employees > Payroll Items > New.

2. On the Payroll Item page, select Deduction on the Item Type drop-down list.

3. Enter a unique, explanatory name in the Item Name field, such as "California VDI".

4. Select the appropriate payroll liabilities account from the Liability Account drop-down list.

5. Select California VDI Contribution from the Pay Code drop-down list.

6. In the Default Rate field, enter the rate that your employees should be charged based upon theVDI policy your company has made. NOTE: For this payroll item only, this rate is in decimal format.For example, if the rate for your company is 1 percent, enter 0.01 in this field.

7. Click Save.

Payroll Guide


https://www.bls.gov/soc/

http://www.edd.ca.gov/Disability/Employer_Voluntary_Plans.htm


Adding an Employee to VDI

Next, if an employee has opted in to the VDI, then indicate that in the employee record.

To add an employee to VDI:


2. Click Edit next to the employee's name.

3. On the employee record, click the Payroll subtab.

4. Check the Participates in Voluntary Plan for Disability Insurance box.

5. Click the Deductions subtab.

6. In the Deductions field, choose the VDI deduction that you created earlier. Do not change anyother fields for the deduction.

7. Click Add.

8. Click Save.

Confirming That an Employee has VDI

After making the changes to the employees' records, you should confirm that the changes were madeproperly. That is, the employees have a deduction for the VDI, but do not have a tax for the SDI.

To confirm that the employee has VDI:

1. Create a payroll batch including the affected employees.

2. On the Payroll Batch page for the batch you have created, click the Complete tab.

3. Click the Paychecks subtab.

4. Click View beside the employee for whom you have set up VDI.

5. Click the Deductions subtab.

6. Note the field for the VDI payroll item you have created. It should show the deduction that hasbeen calculated for this employee.

7. Click the Taxes subtab.

8. Note the California Disability field. This field shows the SDI deduction and should therefore be 0,because you have set up this employee for VDI.

Setting Up Paid Family and Medical Leave Contributions forEmployees in WashingtonIf you have employees in the State of Washington, then you are subject to the state’s Paid Family andMedical Leave (PFML) compliance requirements. Employers of all sizes must either withhold premiumsfrom their employees’ paychecks or opt to cover their employees’ premiums themselves.

For more information about Washington’s PFML program, go to https://www.esd.wa.gov/paid-family-medical-leave.

Because the PFML contributions are mandatory across your company and the rates are the same for all ofyour employees, you set the rate at the company level, not for each employee individually. Although thesetaxes came into effect in Washington on Jan. 1, 2019, SuitePeople U.S. Payroll will not calculate these taxesfor paychecks with check dates prior to Oct. 1, 2019. However, you can set these rates prior to Oct. 1, so

Payroll Guide

https://www.esd.wa.gov/paid-family-medical-leave

https://www.esd.wa.gov/paid-family-medical-leave


that they are reflected in payroll batches that you calculate prior to Oct. 1, but that include dates on orafter Oct. 1.

Please note the following information about the rates:

■ The total premium for the 2019 tax year is 0.4 percent of the employee’s gross wages, with 33.333percent of that premium going toward family leave and 66.667 going toward medical leave.

■ Employers who choose to withhold premiums may withhold no more than 63.333 percent of the totalpremium, and must pay the remaining 36.667 percent.

■ If your company averages fewer than 50 employees, you do not need to pay the employer portion ofthe premium, but must still withhold the employee portion or cover it yourself.

To set the PFML rate:

1. Go to Setup > Payroll > Setup Tasks > Set Up Payroll.

2. Click the Taxes subtab.

3. Enter rates for the following three taxes (the values must sum to 0.4 percent or 0.004):

■ WA Paid Family Leave State Plan – this contribution is employee-paid and must be 0.333 of thetotal contribution

■ WA Paid Medical Leave State Plan (Employee) – the employee-paid contribution

■ WA Paid Medical Leave State Plan (Employer) – the employer-paid contribution

4. The Effective Date for each tax defaults to the current date. However, these taxes will not becalculated for paycheck dates prior to Oct. 1, 2019. If you run a payroll batch prior to Oct. 1 that hascheck dates on or after Oct. 1, the taxes will be calculated.

5. Click Save.

To set the tax agency for these new taxes:


2. For each of the WA PFML tax payroll items, click Edit.

3. Select a tax agency from the Agency list.

4. Click Save.

To update payroll information:

1. Go to Setup > Payroll > Payroll Management > Update Payroll Information.

2. Check the Agree box and then click Commit Updates.

To confirm that the PFML taxes have been added to the appropriate employees:


2. Choose an employee who is located in Washington and click View beside their name.

3. On the employee record, click the Taxes tab.

4. The WA Paid Family Leave State Plan and WA Paid Medical Leave State Plan (Employee) taxesappear.

When you create a payroll batch after setting these tax rates and updating payroll information, and thepayroll batch check date is prior to Oct. 1, 2019, the Taxed Wage Base field will be zero because thesetaxes apply on Oct. 1, 2019.

Payroll Guide


Setting Up Paid Family and Medical Leave Contributions forEmployees in MassachusettsIf you have employees in the State of Massachusetts, then you are subject to the state’s Paid Family andMedical Leave (PFML) compliance requirements. Employers of all sizes must either withhold premiumsfrom their employees’ paychecks or opt to cover their employees’ premiums themselves.

If your company averages fewer than 25 employees, you do not need to pay the employer portion of thepremium, but must still withhold the employee portion or cover it yourself.

For more information about Massachusetts' s PFML program, go to https://www.mass.gov/paid-family-and-medical-leave-information-for-massachusetts-employers.

Because the PFML contributions are mandatory across your company and the rates are the same for all ofyour employees, you set the rate at the company level, not for each employee individually.

In SuitePeople U.S. Payroll, these taxes will not apply for paychecks with check dates prior to Oct. 1, 2019.However, you can set these rates prior to Oct. 1, so that they are reflected in payroll batches that youcalculate prior to Oct. 1, but that include dates on or after Oct. 1.

Please note the following information about the rates:

■ The total premium for the 2019 tax year is 0.75 percent of the employee’s gross wages, with 0.62percent going toward medical leave and 0.13 percent going toward family leave.

■ If you have an average of 25 employees, then you are required to pay 60 percent of the 0.62 medicalleave premium and 0 percent of the family leave premium.

■ If you have an average of fewer than 25 employees, then you are not required to pay the 60 percent ofthe medical leave premium and can deduct all of the rest from the employee’s wages.

■ The rates that appear by default assume that you have 25 or more employees.

To set the PFML rate:

1. Go to Setup > Payroll > Setup Tasks > Set Up Payroll.2. Click the Taxes subtab.3. Enter rates for the following three taxes (the values must sum to 0.75 percent or 0.0075):

■ MA Family Leave Contribution (Employee) – the employee-paid family leave contribution■ MA Medical Leave Contribution (Employee) – the employee-paid medical leave contribution■ MA Medical Leave Contribution (Employer) – the employer-paid medical leave contribution

4. The Effective Date for each tax defaults to the current date. However, these taxes will not becalculated for paycheck dates prior to Oct. 1, 2019. If you run a payroll batch prior to Oct. 1 that hascheck dates on or after Oct. 1, the taxes will be calculated.

5. Click Save.

To set the tax agency for these new taxes:

1. Go to Lists > Employees > Payroll Items.2. For each of the WA PFML tax payroll items, click Edit.3. Select a tax agency from the Agency list.4. Click Save.

To update payroll information:

1. Go to Setup > Payroll > Payroll Management > Update Payroll Information.

Payroll Guide


2. Check the Agree box and then click Commit Updates.

To confirm that the PFML taxes have been added to the appropriate employees:

1. Go to Lists > Employees > Employees.2. Choose an employee who is located in Massachusetts and click View beside their name.3. On the employee record, click the Taxes tab.4. The WA Paid Family Leave State Plan and WA Paid Medical Leave State Plan (Employee) taxes

appear.

When you create a payroll batch after setting these tax rates and updating payroll information, and thepayroll batch check date is prior to Oct. 1, 2019, the Taxed Wage Base field will be zero because thesetaxes apply on Oct. 1, 2019.

Setting Up Payroll for Expatriate EmployeesYou can include expatriate (expat) employees in payroll. The zip code you use for the workplace addressand the employee’s home address governs the tax withholding for expatriates.

Use the zip code 00000 for expatriates. When the workplace zip code is 00000, appropriate federal taxesare withheld. When the employee’s home zip code is 00000, no state or local taxes are withheld.

Note: Employees who live in the United States but work in another country are not consideredexpatriates and are not supported in SuitePeople U.S. Payroll. Likewise, employees who livein another country but work in the United States are not considered expatriates and are notsupported in the SuitePeople U.S. Payroll.

To include an expatriate in payroll:

1. Create a new workplace. For more information, see Entering Workplace Records for Payroll.a. Go to Lists > Employees > Workplaces > New.b. Enter a Name for the workplace, for example, Expatriate or Expat plus an identifier if you

have employees in multiple foreign locations.c. Click the Edit link on the Address subtab to open the address popup.d. Enter an address including a minimum of State and Zip. The Zip must be 00000 and the

Country must be United States.e. Click OK, and save the record.

2. Set up the employee’s address.a. Go to Lists > Employees > Employees.b. Click Edit next to the name of an existing employee, or click New Employee. For instructions

for new employees, see the help topic Adding an Employee Record.c. On the Address subtab, add a new home address or edit an existing one. For more

information, see the help topic Entering Address Information for an Employee.Enter a Zip, which must be 00000.

3. Link the employee to the expatriate workplace.a. On the employee record, go to the Payroll subtab.b. From the Workplace dropdown list, select the workplace that you created for the expatriate

in step 1.4. Enter a Zip, which must be 00000.

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5. Save the employee record.6. Synchronize the updates to payroll.

a. Go to Setup > Payroll > Update Payroll Information.b. Select a Subsidiary if you have a OneWorld account.c. Read the statement that begins with I have reviewed all payroll information..., and then

check the Agree box.d. Click Commit Updates. For more information, see Updating Payroll Information.

Updating Payroll Items for Multiple EmployeesYou can save time by updating employee records in bulk when you update a payroll item. When youupdate payroll information, the new rates and limits are updated on applicable employee records.

Important: Bulk updates that you make to employee records cannot be undone.

To update employee records with new information on payroll item records:1. Go to Lists > Employees > Payroll Items.2. Click Edit next to the name of the item.3. In the Employees table, beside each employee who should have the payroll item, check the Apply

box.4. Optionally, enter additional details for the payroll item in the fields provided beside each applicable

employee, such as the rate for the employee. For example, if you are adding an Earning:Salarypayroll item, you can enter each employees’ salary in the Rate field. The fields are the same as whatappears on the employee record when you add earnings, deductions, company contributions, oraccrued time for an employee.

5. Click Save.A warning message appears and advises that after you click Save, the previous information isdeleted from all employee records. The changes you make cannot be undone.

6. To save the changes, click OK.

The payroll item is applied to the selected employees. To commit the updates, make sure you updatepayroll information. For more information, see Updating Payroll Information.

Running Test Payroll BatchesRunning test payroll batches helps you to verify that SuitePeople U.S. Payroll correctly calculates thepayroll information that you set up for each employee.

Your payroll setup is not complete until you do the following:

1. Enter Year To Date (YTD) information OR select the option indicating you have no YTD informationto report.

2. Run at least one test payroll.

You can run as many test payroll batches as you like. Test payroll batches do not affect your current datain any way and are deleted from the system when you turn off Payroll Test Mode in your account.

To run a test payroll batch:1. Go to Setup > Payroll > Set Up Payroll.

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Running Test Payroll Batches 51

2. If you have a NetSuite OneWorld account, select a subsidiary from the dropdown list in theSubsidiary field.

For more information, see the help topic Payroll Setup in OneWorld.

3. Ensure that the Run Payroll in Test Mode box is checked. Click Save.

4. Go to Transactions > Employees > Create Payroll.

5. If you have a NetSuite OneWorld account, select a subsidiary from the dropdown list in theSubsidiary field.

6. In the Pay Frequency field, select the range that describes how often you pay the employees youwant to include in this payroll.

Note: The frequency you select in this field filters the list of employees on this page whoare included in the payroll run.

7. In the Period Ending field, accept or change the last date of the payroll period.

This date is based on the last paid date and pay frequency entered on the employee record.

8. Click Create.

9. Select the employees to include in the payroll batch:

a. In the Workplace field, select a workplace to filter the list.

For details about workplace records, see Entering Workplace Records for Payroll.

b. In the Department field, select a department.

For details about department records, read the help topic Departments and ClassesOverview.

c. In the Class field, select a class.

For details about class records, read the help topic Departments and Classes Overview.

d. In the Select column, check the boxes next to the employees you want to include in thepayroll batch. Click Mark All to select all employees in the list.

10. Click Save.

11. In the Check Date field, accept or change the posting date of the paychecks.

Note: This date cannot be a previous date, a weekend, or a bank holiday. To enter acheck for today's date, you must check the To Be Printed box and locally print the check.SuitePeople U.S. Payroll cannot process direct deposits or service-printed checks on thesame day.

12. Check or clear the following boxes:

a. To save the checks and direct deposit vouchers in a queue for printing later, check the To BePrinted box.

Important: If you do not check this box, paychecks and direct deposit vouchersare not printed for this payroll. To print checks and vouchers later, you mustindividually access and print each transaction. If you use the Service Printed Checksand Stubs feature, do not check this box. To print the checks yourself for this payrollrun only, check this box. By default, this box is not checked for future payrolls.

b. To pay approved commission amounts, from NetSuite Commissions, on the paychecksincluded in this run, check the Pay Commissions box.

c. To pay approved expense amounts (from NetSuite) on the paychecks included in this run,check the Pay Expenses box.

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Running Test Payroll Batches 52

You must set up an expense payroll item to use this preference. For more information, seeCreating Payroll Items.

d. If you do not want to accrue vacation or sick time on the paychecks included in this run,check the Do Not Accrue Time box.

e. To pay PTO on the paychecks included in this run, check the Pay PTO box.13. Verify the hours and amounts shown for the earning items listed.14. To run your test payroll and view the checks created on the Payroll Batch page, click Calculate.15. On the Payroll Batch page, on the Complete tab, click View next to an employee's name to view

the details on their paycheck.If you need to make changes, click Edit to change any payroll related information on the paycheckrecord.

16. Compare and verify employee withholding and deduction calculations with your most recentpayroll run.

If you discover errors during your test payroll runs, go to Lists > Employees > Employees to make thenecessary changes to employee records. Then, to go to Transactions > Employees > Create Payroll torerun your test payroll.

If you make changes, you may be required to update your payroll information before running anothertest payroll. To update your payroll information, go to Setup > Payroll > Update Payroll Information.

When you complete your test runs, turn off the test mode so that you can run actual payrolls. For moreinformation, read Turning Off Payroll Test Mode.

Turning Off Payroll Test ModeAfter you finish running test payrolls and verifying your data, you can complete your setup by turning offtest mode in your account.

After test mode is turned off, you can start paying employees with SuitePeople U.S. Payroll.

To turn off Test Mode:

1. Go to Setup > Payroll > Set Up Payroll.2. Clear the Run Payroll in Test Mode box.

If this box is not available, it is because you have not set up YTD information, that you have no YTDinformation to report, or you have not run at least one test payroll.

3. Click Save.

Setting Up Year-To-Date Information from YourPrevious Payroll SystemBefore you can use SuitePeople U.S. Payroll, you need to record year-to-date (YTD) federal and statetax liabilities in NetSuite. If you have run any payrolls during the calendar year, you must enter YTDinformation to ensure all calculations and reports for the remainder of the year are accurate. NetSuiterequires that you enter these tax liabilities for the year up to the day before the current quarter and entertax liabilities for the quarter to date.

When you submit your YTD information, NetSuite verifies the data you entered against its tax calculations.If there are differences, NetSuite generates a journal entry for any unpaid liabilities.

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Setting Up Year-To-Date Information from Your Previous Payroll System 53

NetSuite prompts you to fund and pay any unpaid liabilities. For more information, see Reporting Year-to-Date Tax Liability Payments.

To set up YTD information:

1. Go to Setup > Payroll > Year-To-Date Information.2. If you have a NetSuite OneWorld account, then select a subsidiary.

For more information, see the help topic Payroll Setup in OneWorld.3. If required, click Update Payroll Information.

On the Update Payroll Information page, complete the following steps:a. Check the Agree box.b. Click Commit Updates.c. When your updates have been committed, return to Setup > Payroll > Year-To-

DateInformation to continue the YTD process.4. Select the year you will begin using SuitePeople U.S. Payroll.

If you have not run any previous payrolls on another system during the current year, select I donot have YTD amounts to report to skip the YTD setup.

5. Click Next.If you selected I have YTD amounts to report, complete the following steps:

a. Select the employees for whom you have year-to-quarter date data, and then click Next.b. Enter Year-to-Quarter amounts for each employee, and then click Next.

You can save time by exporting and completing the template that NetSuite provides you.c. Review the amounts, enter amounts reported to tax agencies, and review any unpaid

amounts, and then click Next.d. On the Journal page, edit the journal entry that NetSuite prepared to update your account

information based on the year-to-date data that you entered for your employees. Click Save.e. If the original or edited Journal is ready to post, on the Year To Date Setup - Liability

Payments page, click Commit.f. If you do not have quarter-to-date data for employees, clear the box to indicate that you do

not have quarter-to-date data to enter. Click Next.The next step is to enter Quarter-to-Date amounts. This procedure follows the samesequence as entering Year-to-Quarter amounts. Begin by entering employee data, reviewingthe amounts calculated by NetSuite, reviewing or editing the journal entry prepared byNetSuite, and committing the journal entry.

g. On the Year To Date Setup - Liability Reporting page, click the appropriate form link, andthen enter the correct amounts by day, week, month, or quarter that add up to the totalyear-to-date amounts calculated by NetSuite. Click Save.If your company is required to report Hours-to-Quarter, you will enter this information priorto entering your liability information.

h. Click Next.NetSuite displays the Year To Date Setup - Finish page.

6. If you have a NetSuite OneWorld account, you can select a subsidiary from the dropdown list in theSubsidiary field.

7. Select one of the buttons on the Year To Date Setup - Finish page:■ Enter More Year-To-Date Data - Enables you to enter more YTD data for the company or

selected subsidiary.

Payroll Guide



■ Start Over - Discards any data entered to this point, and then returns to the Year To Date Setup- Start page.

■ Return to Payroll Setup - Returns you to the Payroll Setup page.

Reporting Tax LiabilitiesTo ensure that SuitePeople U.S. Payroll has all the information it needs to file taxes on your behalf, thestatus of your tax payments must be verified.

SuitePeople U.S. Payroll uses the tax information already in your NetSuite account, compares those valuesto the amounts you should have paid, and records any amounts that were overpaid or amounts you stillowe.

To report your tax liabilities:

1. Go to Setup > Payroll > Set Up Payroll.

2. Click the link that asks you to report tax liability.

3. Review amounts accrued for each tax item.

These amounts are based on information currently in your NetSuite account.

4. Review amounts paid and make change where necessary.

These amounts are based on information currently in your NetSuite account.

5. Review any unpaid amounts. This is the amount SuitePeople U.S. Payroll funds on the date youspecified.

Important: If you choose a future date to begin the payroll service, you need to return to thispage on that date and commit these amounts. SuitePeople U.S. Payroll does not fund your unpaidliabilities, if any, until that date.

Reporting Unpaid LiabilitiesOn your Payroll start date, you must follow the steps below to report any unpaid liabilities.

Important: Even if you do not have unpaid liabilities, you should follow the steps below to verifythe zero amounts.

To report unpaid liabilities:


2. Click the link that asks you to report tax liability.

3. Review any unpaid amounts and then click Commit.

Important: SuitePeople U.S. Payroll funds any unpaid liability and registers itself with taxagencies as your payroll provider.

Reporting Year-to-Date Tax Liability PaymentsOn the Tax Liability page, you should review the accrued, paid, and unpaid liabilities for your company.

Payroll Guide


SuitePeople U.S. Payroll uses this information to report and pay unpaid liabilities to tax agencies on yourbehalf. The payroll service uses your Payroll Funding Account to fund any unpaid liabilities shown on thispage. If unpaid liabilities exist, then funding occurs as soon as you commit and liability payments aremade based on your deposit schedule.

Before committing tax liabilities, you must do the following:

■ Enter the date that you plan to begin using Payroll, and then select and activate a payroll fundingaccount at Setup > Payroll > Set Up Payroll.

■ Verify the payroll funding account at Transactions > Bank > Activate Bank Account.

■ Commit any updated payroll information at Setup > Payroll > Update PayrollInformation.

Important: You should report any YTD unpaid tax liability payments before running a payrollwith the payroll service. Also, you are not able to commit this information until on or after theservice start date you set on the Set Up Payroll page and your sign-up forms have been receivedand processed.

To report YTD tax liability payments:


2. Click the link provided to report liability payments you made this calendar year to date.

3. For each payroll item listed, review the accrued, paid, and unpaid liability amounts.

■ Accrued – Shows the sum of all liability accrued for all committed payrolls and YTD informationyou have entered year-to-date.

■ Paid – Shows the sum of all liability payments you have made in NetSuite using the Pay PayrollLiability page. If amounts are not correct, you can make the appropriate adjustments here.

■ Unpaid – Shows the difference between the amount accrued and the amount you have paid.This amount is funded by the payroll service for reporting and paying the unpaid liability onyour behalf.

4. Click Commit when you are ready to fund your unpaid liabilities.

You can view the total in the Total Unpaid Liability field.

Entering a Payroll Start DateAfter you set up SuitePeople U.S. Payroll, you must enter a start date for Payroll.

You should complete this task after you turn off test payroll mode. For details, read Turning Off PayrollTest Mode.

When you select a start date for Payroll, you become a full payroll service user. After that date, payroll isprocessed and funded using SuitePeople U.S. Payroll. and enter the payroll start date.

To enter a payroll start date:


2. In the field When Do You Want the Payroll Service to Begin, enter the start date.

3. Click Save.

Note: On your service start date, you must report any unpaid liabilities.

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Payroll Transactions 56

Payroll TransactionsAfter you complete payroll setup tasks, you can begin performing payroll transactions in NetSuite.

Task See...

Processing Payroll Batches ■ Payroll Processing Schedule

■ Creating a Payroll Batch

■ Creating an Off-Cycle Payroll Batch

■ Viewing Payroll Batches

■ Calculating a Payroll Batch

■ Viewing Individual Paychecks

■ Editing Payroll Items in Bulk on a Payroll Batch

■ Editing an Individual Paycheck from a Payroll Batch

■ Committing a Payroll Batch

■ Searching for Paychecks

Payroll Reversals and Adjustments ■ Creating a Payroll Reversal

■ Committing Payroll Reversals

■ Creating Payroll Adjustments

Payroll Transaction Status ■ Viewing the Status of a Payroll Batch

■ Viewing Payroll Disbursements

Paying payroll liabilities ■ Making Payroll Liability Payments

Print checks and vouchers ■ Printing Payroll Checks or Vouchers

■ Printing Paychecks

■ Printing Direct Deposit Vouchers

Other ■ Allocating Paycheck Expenses to Projects

■ Performing Quarterly or Yearly Payroll Tasks

■ Recording Third-Party Sick Pay Payments

The paycheck journal transaction is not a part of SuitePeople U.S. Payroll. When the Paycheck Journalfeature is enabled, this transaction is available for partners' use in creating international payroll solutions.For more information, see Using the Paycheck Journal Feature.

About Direct DepositDirect deposit is included in SuitePeople U.S. Payroll. NetSuite uses an authorized third party to permitElectronic Funds Transfer (EFT) payment of payroll funds and to permit the transfer of payroll funds. Usingdirect deposit for the automatic transfer of funds between financial institutions can help to simplify yourpayroll process.

When you commit payroll batches, NetSuite transmits direct deposit payment data to the authorized thirdparty, which then transfers the funds to the appropriate financial institutions.

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Processing Payroll Batches 57

Important: For payrolls received by 2:00 p.m. Pacific Time, payrolls are processed as received.Direct deposits for payrolls received by 2:00 p.m. Pacific Time are processed and sent to the bankthe next business day. Settlement in the employees’ accounts occurs one business day later. Youcan track the status of all Direct Deposit transactions by going to Transactions > Employees > ViewPayroll Status (Administrator).

Before you can use direct deposit, you must set up your company bank accounts for transferring funds.For more information, see Payroll Setup.

To learn more about using direct deposit with SuitePeople U.S. Payroll, see the following topics:

■ Setting Up Direct Deposit for an Employee

■ Allowing Employees to Update Direct Deposit Information

■ Viewing the Status of Direct Deposit Transactions

Processing Payroll BatchesThe process for generating payroll transactions involves creating, calculating, and committing payrollbatches, as depicted in the following image:

Payroll Guide


Watch the Creating a Payroll Batch video.

For detailed steps, see the following topics:

■ Payroll Processing Schedule

■ Creating a Payroll Batch

■ Viewing Individual Paychecks

■ Creating an Off-Cycle Payroll Batch

■ Viewing Payroll Batches

■ Committing a Payroll Batch

■ Printing Paychecks

■ Printing Direct Deposit Vouchers

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Note: All direct deposits and service-printed checks must be committed at least two bankingdays before the check date by 2:00 p.m. Pacific Time. For a listing of bank holidays, see PayrollProcessing Schedule.

Payroll Processing ScheduleImportant: All bank holidays are non-processing days. Do not commit payrolls on non-processing days. Non-processing days cannot be a pay date. To ensure timely deposit of taxliabilities, please allow adequate time to process payrolls. Please check Amended date forcalculation and funding purposes prior to committing the payroll.

If your normal payday falls on a holiday, change the check date to either the business day after theholiday or the day before the holiday. For example, if the holiday falls on a Monday, change the check dateto either Friday or Tuesday.

Note: All direct deposits and service-printed checks must be committed at least two bankingdays before the check date by 2:00 p.m. Pacific Time.

The following dates affect processing payroll with SuitePeople U.S. Payroll:

Holiday 2019 2020

New Year's Day January 1 January 1

Martin Luther King Jr. Day January 21 January 20

President's Day February 18 February 17

Memorial Day May 27 May 25

Independence Day July 4 July 3

Labor Day September 2 September 7

Columbus Day October 14 October 12

Veterans Day November 11 November 11

Thanksgiving Day November 28 November 26

Christmas Day December 25 December 25

Bank holidays are based on the holidays observed by the Federal Reserve Bank. When holidays fall on aSaturday, banks are closed on the preceding Friday. When federal holidays fall on a Sunday, banks areclosed on the following Monday.

Creating a Payroll BatchTo create a payroll batch in NetSuite, you generate paychecks for hours or time periods worked duringthe specified pay period. You can also choose to create a regular payroll or an off-cycle payroll. For moreinformation about off-cycle payrolls, see Creating an Off-Cycle Payroll Batch.

Note: If you use the Time Tracking feature, before you create a payroll batch, time sheets mustbe entered and approved for each employee. For more information, see the help topic ManagingTime Tracking.

Watch the Creating a Payroll Batch video.

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To create a payroll batch:1. Go to Transactions > Employees > Create Payroll.2. If you have a NetSuite OneWorld account, select a subsidiary from the list in the Subsidiary field.

For more information, see the help topic Payroll Setup in OneWorld.3. If this is a one-time payroll, check the Off Cycle box.

Note: Off-cycle batches do not update the Last Paid Date field on the employee record.

4. In the Pay Frequency field, select the pay frequency of the employees you want to include in thispayroll.Pay frequency is included on the Payroll subtab of the employee record. The frequency you selectfilters the list of employees who are eligible to be included in this payroll.

5. In the Period Ending field, review the last date of the payroll period, and make changes ifnecessary.This date is based on the last paid date and pay frequency entered on the employee record.Paycheck values for new hire employees and terminated employees are based on this date.

6. Click Create. The payroll batch is saved, and the next page in the payroll batch creation processopens.

After you create the payroll batch, continue with the next steps:

■ Adding Employees to a Payroll Batch■ Selecting Payment Options for a Payroll Batch■ Calculating a Payroll Batch■ Committing a Payroll Batch

Adding Employees to a Payroll BatchWhen you click Create on the first Payroll Batch page, a popup window opens. From this window, youcan select employees to pay from those who match the Pay Frequency and Period Ending values for thebatch. To open the popup window when you are editing a batch that you have previously created, clickAdd Employees at the top of the page.

The number of employees visible in the list is determined by the Number of Rows in List Segments fieldon the General tab of the Set Preferences page at Home > Set Preferences. If the available employeesexceed the number set, a dropdown list appears in the upper right of the list so you can select a differentsegment in the list.

To add employees to the batch:1. On the Payroll Batch page, click Add Employees.2. If necessary, filter the available employees to determine which employees are displayed for

selection. The filter criteria is additive. Only employees who meet all criteria are displayed. The totalnumber of employees available to pay is included at the top of the list. The number of employeesthat meet the filter criteria is displayed in red next to the total number. The filters include thefollowing:■ Workplace – Select a workplace from the dropdown list.

For more information, see Entering Workplace Records for Payroll.■ Employee Department – Select a department from the dropdown list to include employees

from a certain department.■ Employee Class Select a class from the dropdown list to include only employees from a certain

class.

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For more information, see the help topic Departments and Classes Overview.■ Saved Search – Select a saved search from the dropdown list.

For more information, see the help topic Saved Searches.■ Employee Name – Type characters in the field to search for a specific employee or multiple

employees with the same character set in their names.■ Employee ID — Type the corresponding ID for this employee.

3. To select the employees you want to pay, click Mark All or check individual boxes in the Selectcolumn.

4. Click Save.The popup window closes, and the selected employees are added to the Employees to Pay list atthe bottom of the page. If the batch has been calculated before, the newly added employees arelisted in the Pending subtab.

No values appear in the Employees to Pay or Pending lists at the bottom of the Payroll Batch page untilthe batch is calculated. For information, see Creating a Payroll Batch.

Removing Paychecks from a BatchYou can remove individual paychecks from a batch before it is committed.

To remove paychecks from a batch1. Go to Transactions > Employees > Create Payroll > List, and click Edit or View next to the batch

from which you want to remove paychecks.You can select paychecks to remove from the following locations on the Payroll Batch page:■ Employees to Pay list on batches that have not been calculated■ Pending subtab■ Paycheck subtab of Complete subtab■ Net Pay subtab of Complete subtab■ Errors subtab

2. To display only particular paychecks, you can filter the listed paychecks. The filter criteria is additive.Only paychecks that meet all criteria are displayed. The total number of paychecks available isincluded at the top of the list. The number of paychecks that meet the filter criteria is displayed inred next to the total number. The filters include the following:■ Workplace – Select a workplace from the dropdown list.

For more information, see Entering Workplace Records for Payroll.■ Employee Department – Select a department from the dropdown list.■ Employee Class Select a class from the dropdown list.



employees with the same character set in their names.■ Employee ID- Type the corresponding ID for this employee.

3. Click Mark All or check individual boxes in the Select column to select the paychecks you want toremove from the batch.

4. Click Delete Paychecks.

Payroll Guide






Selecting Payment Options for a Payroll BatchYou can change payment options at any time before the batch is committed.

To select payroll payment options:

1. If the payroll batch has been calculated, click Payment Options. The status changes to PaymentOptions.

2. In the Check Date field, review the posting date of the paychecks, and make changes if necessary.

If you change the date after you calculate the payroll batch, manually entered payroll items willbe retained on the individual paychecks, but you must recalculate the payroll to update the autogenerated payroll items.

Note: If you are using service-printed checks, the Check Date cannot be a date in thepast, a weekend, or a bank holiday. For a list of bank holidays, see Payroll ProcessingSchedule. The payroll service cannot process direct deposits or service-printed checks onthe same day as a payroll. All direct deposits and service-printed checks must be committedby 2:00 p.m. Pacific Time at least two banking days before the check date. To entera check for today's date, check the No Service Printed Checks box, and print the checklocally.

3. Check or clear the boxes next to the following payroll options:

■ Pay Auto Earning – Check this box if you want to calculate automatic earnings on thepaychecks included in this payroll batch.

■ Pay Time – Check this box if you want to include time tracking entries in this payroll batch.

This option appears when the Time Tracking feature is enabled. For more information, see thehelp topic Managing Time Tracking.

■ Pay PTO – Check this box to pay Paid Time Off (PTO) on the paychecks included in this payrollbatch. If this box does not appear, make sure the Pay Sick/Vacation Time on Paychecks box ischecked on the Set Up Payroll page. See Payroll Preferences.

■ Pay Expenses – Check this box to pay approved expense amounts that have been processedfrom within NetSuite on the paychecks included in this payroll batch.

If this box does not appear, make sure the Pay Expenses on Paychecks box is enabled on theSet Up Payroll page. See Payroll Preferences.

You must set up an expense payroll item to use this option. For more information, see CreatingPayroll Items.

■ Pay Bonuses - Check this box to include bonuses for this pay period in the payroll batch.

This option appears when the Compensation Tracking feature is enabled. For more information,see the help topic Compensation Tracking.

■ Pay Commissions – Check this box to pay approved commission amounts from NetSuiteCommission on the paychecks included in this payroll batch.

This option appears when the Employee Commissions feature is enabled. For more information,see the help topic Commissions. If this box does not appear, make sure the Pay EmployeeCommissions on Paychecks by Default box is checked on the Set Up Payroll page. For moreinformation, see Payroll Preferences.

■ Pay Auto Deduction – Check this box if you want to calculate automatic deductions on thepaychecks included in this payroll batch.

■ Pay Auto Contribution – Check this box if you want to calculate automatic contributions on thepaychecks included in this payroll batch.

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Important: The auto earning, deduction, and contribution values are those in effecton the employee record as of the Period Ending date. For example, if an employee’s401(k) contribution is $200 on 03/25/2014, the paycheck created during the periodending 03/31/2014 includes an auto deduction of $200. If the 401(k) contributionchanges to $500 as of 04/02/2014, the paycheck created during the period ending04/15/2014 will include an auto deduction of $500.

■ Do Not Accrue Time – Check this box if you do not want to accrue vacation or sick time on thepaychecks included in this payroll batch. This box is checked by default for off-cycle batches.

■ No Direct Deposits – Check this box to pay all employees by check even if an employee has theUse Direct Deposit option enabled on their employee record. This option overrides individualoptions.

If you check this box and also check the No Service Printed Checks box, all paychecks in thebatch are processed as employer-printed checks.

Clear this box to process paychecks using direct deposit for employees that have the Use DirectDeposit option enabled on their employee record.

■ No Service Printed Checks or To Be Printed – If the Service Printed Checks and Stubs featureis enabled, this box is called No Service Printed Checks. Otherwise, it is called To Be Printed.

Check this box to save the checks and direct deposit vouchers in a queue for printing later. Formore information, see Printing Paychecks and Printing Direct Deposit Vouchers.

If the Service Printed Checks and Stubs feature is not enabled and this box is not checked,paychecks and direct deposit vouchers are not printed for this payroll batch. To print checksand vouchers later, you must access and print them individually.

The following table summarizes the combinations for No Direct Deposits and No ServicePrinted Checks/To Be Printed.

Desired Outcome Boxes to Check

No DirectDeposits

No Service PrintedChecks/To Be Printed

Employees receive service-printed checks andservice-printed direct deposit stubs.

Employees receive service-printed direct depositstubs. Employer prints checks locally.

X

All employees are paid by check regardless ofthe Use Direct Deposit option on their employeerecords. Employer prints checks locally.

X X

All employees are paid by check regardless ofthe Use Direct Deposit option on their employeerecords. Checks are printed by the service.

X

If you change payment options, you must calculate the batch again. For information, see Calculating aPayroll Batch.

Creating an Off-Cycle Payroll BatchYou can create a one-time payroll based on any payroll item defined in your system. For example, you cancreate a one-time bonus payroll based on the Bonus (Earning:Addition) payroll item. For more informationabout creating payroll items, see Payroll Items Setup.

Payroll Guide


To create a one-time payroll for a payroll item:

1. Go to Transactions > Employees > Create Payroll.

2. On the Payroll Batch page, do the following:

a. If you have a NetSuite OneWorld account, select a subsidiary from the Subsidary drop-downlist.

b. Check the Off Cycle box.

c. In the Pay Frequency drop-down list, select the pay frequency for the employees who arereceiving the one-time payroll.

d. In the Period Ending field, enter the date that the pay period ends in the format MM/DD/YYYY.

e. Click Create.

For more information, see Creating a Payroll Batch.

3. In the popup window that appears, check the boxes beside the employees to include in the one-time payroll, and then click Save.

4. Click Bulk Edit.

Note: If you are including only one employee in the one-time payroll, you can edit theemployee on the Payroll Batch page, without clicking Bulk Edit.

a. From the Payroll Item dropdown list, select the payroll item that you want to use for thisone-time payroll.

b. In the Employee ID column, select an employee.

c. Enter a rate or an amount to pay the employee:

■ If the one-time payroll is based on hours worked, enter the number of hours in theHours/Base column, and then enter a pay rate in the Rate column.

■ If the one-time payroll is an amount, enter the total amount in the Amount column.

d. Click Add.

e. Repeat steps b-d for additional employees.

f. Click Save.

5. On the Payroll Batch page, in the Check Date field, change the check date to the date that theemployees will be paid.

6. Verify and make changes to individual paychecks as necessary, making sure that the one-timepayroll item is included in each paycheck.

For more information, see Viewing Payroll Batches and Editing an Individual Paycheck from aPayroll Batch.

7. After you review your payroll, click Calculate.

8. After you review your payroll calculations, click Commit. For more information, see Committing aPayroll Batch.

If you need to make changes to a payroll batch after it is committed, you must enter an adjustmentor a reversal. For more information, see Creating Payroll Adjustments and Creating a PayrollReversal.

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Note: Only those user roles that include Process Payroll with the Full option can commita payroll. These user roles include Full Access: Full, Payroll Manager: Full, and Payroll Setup:Full. For more information, see the help topics NetSuite Roles Overview, Showing RolePermission Differences, and Standard Roles Permissions Table.

To print checks, go to Transactions > Management > Print Checks and Forms, and click Paychecks.For more information, see Printing Paychecks and Printing Checks and Other Transactions.

Viewing Payroll BatchesAfter you create a payroll, you can view it on the Payroll Batch page. This page provides a summary of apayroll batch that you can review before you commit the payroll.

Note: You also can open the Payroll Batch page by going to Transactions > Employees >Create Payroll > List. Click the Edit or View link to open that specific Payroll Batch page. For moreinformation, see Viewing the Status of a Payroll Batch.

On the Payroll Batch page you can view totals for the required funding, taxes, withholdings, anddeductions for the batch. The totals for the payroll batch appear on the following subtabs:

■ Summary provides a summary of the funds needed to fund this payroll batch.

■ Paychecks lists each employee and a breakdown of the earnings, taxes, and deductions included inthe batch's paychecks.

Click View next to an employee's name to view that employee's paycheck. The paycheck includes theSummary and Disbursement subtabs that display a summary of all earnings deductions, taxes, andcompany contributions included in the transaction, and details of the disbursement of those funds.

■ Tax Withholdings and Expenses lists totals for taxes and withholdings by payroll item, for both theemployer and the employees.

■ Third Party Payments lists totals for third-party deduction items included in the batch's paychecks.

■ Net Pay lists the payroll items specific to the employees included in this payroll batch.

You can edit a payroll batch to make changes to amounts before you commit it. For more details, readEditing Calculated Payroll Batches.

If you do not need to make any changes, you can commit the batch. For information, see CommittingPayroll Reversals.

Note: Only those user roles that include Process Payroll with the Full option can commit apayroll. These user roles include Full Access: Full, Payroll Manager: Full, and Payroll Setup: Full.For more information, see the help topics NetSuite Roles Overview, Showing Role PermissionDifferences, and Standard Roles Permissions Table.

Calculating a Payroll BatchAfter you create a payroll batch and add employees to it, a Calculate button appears at the top of thepage. The Calculate button remains available as you change payroll options, add employees to the batch,and remove paychecks from it. You can click Calculate after each change you make or wait until yourchanges are complete, and then calculate.

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To calculate a payroll batch:

1. In a payroll batch, click the Calculate button.

NetSuite performs the calculation one paycheck at a time. During calculation, a message at the topof the page identifies the current paycheck being calculated.

2. To refresh the Pending, Complete, and Error subtabs at the bottom of the page, click the linkedlabeled Click here. For more information, see Payroll Batch Subtabs.

3. Verify the details of each paycheck to ensure its accuracy. If you make changes to paychecks orpayment options, click Calculate to update related information.

For more information about editing a calculated payroll batch, see Editing Calculated Payroll Batches.

After you thoroughly review a calculated payroll batch, you can commit the payroll batch. For moreinformation, see Committing a Payroll Batch.

Pausing CalculationYou can temporarily pause payroll batch calculations. When you pause calculation, NetSuite completesthe calculation for the current paycheck, and then refreshes the Pending, Complete, and Error subtabs todisplay the status at the point that the calculation paused.

To pause payroll batch calculation:

1. While you are calculating a payroll batch, click the Pause button.

While calculation is paused, the Payroll Batch status changes to Paused. You can perform the sameactions when a batch is Paused as when it is Calculated. For information, see Editing CalculatedPayroll Batches.

2. To resume calculation, beginning with the next paycheck record, click Calculate again.

Editing Calculated Payroll BatchesWhen the calculation process finishes, the Payroll Batch status changes to Calculated. After a batch iscalculated, you can perform several actions. After completing any of the following actions, you mustrecalculate the payroll batch:

■ Add Employees – Click Add Employees to open the popup window and add employees to the batchas you did when you created the batch. For more information, see Adding Employees to a PayrollBatch.

■ Change payment options – Click Payment Options to edit Account, Check Date, and the paymentoption boxes. For more information, see Selecting Payment Options for a Payroll Batch.

Note: If you edit an individual paycheck to include a payment and then edit the payroll batchby disabling the related payment option, NetSuite removes from the paychecks only thoseitems that are generated by the system. You must manually remove any items you manuallyenter. For example, you edit an employee paycheck to pay a commission, and then yourecalculate the payroll batch. You then decide against paying commission in this payroll. Youclear the Pay Commissions box and again recalculate the payroll batch. NetSuite removes allof the system-generated commission items from the paychecks, but leaves all of the manuallyentered commission items intact.

■ Remove paychecks from the batch – On the Pending and Errors subtabs and the Paychecks and NetPay subtabs of the Complete subtab, select the paychecks to remove and click Delete Paychecks. Formore information, see Removing Paychecks from a Batch.

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■ Bulk edit payroll items – On the Pending and Errors subtabs and the Paychecks and Net Pay subtabsof the Complete subtab, click Bulk Edit to open a popup window, select a payroll item, and edit valuesfor multiple employees in the batch. For more information, see Editing Payroll Items in Bulk on aPayroll Batch.

■ Edit an individual paycheck – On the Errors subtab and the Paychecks and Net Pay subtabs of theComplete subtab, click Edit to open an individual paycheck and make changes. For more information,see Editing an Individual Paycheck from a Payroll Batch.

You can also complete the following actions, which do not require recalculation:

■ Delete the entire batch – To delete the batch, from the Actions menu, select Delete.■ Access the account register – To open the register associated with the selected account, click the

open icon.

Payroll Batch SubtabsAfter payroll batch calculation begins, the following subtabs appear at the bottom of the page:

■ Pending – This subtab lists any new or changed paychecks and is similar to the Employees to Pay listat the bottom of an uncalculated Payroll Batch page. It includes the same filters, fields, and buttons.

■ Error – This subtab lists errors and issues with individual checks. It includes the same filters, fields, andbuttons as the Pending subtab. Each entry on this subtab includes a message that is stored with theemployee paycheck record.

■ Complete – This subtab has the following subtabs:□ Summary – Information that appears on this subtab is detailed on the Paychecks, Tax

Withholdings and Expenses, Third Party Payments, and Net Pay subtabs.□ Paychecks – Includes the employee name, employee ID, and payment method. Additional

information that displays includes individual earnings amount, deductions amount, employee taxesamount, net pay, company taxes amount, and the line total of these amounts. From this subtab youcan perform the following tasks:▬ Use the Workplace, Department, Class, and Saved Search filters and the Employee field to

reduce the list of employees eligible to be paid in this payroll batch.▬ Remove one or more paychecks from this payroll batch by checking the Select boxes next to

the paychecks to be removed and then clicking Remove.▬ View a paycheck by clicking the View link to the left of the paycheck.▬ Modify a paycheck by clicking the Edit link to the left of the paycheck you want to modify.

For more information, see Editing an Individual Paycheck from a Payroll Batch.▬ Access an employee record by clicking the employee’s name link in the Employee column.

For more information about employee records, see the help topic Adding an Employee Record.□ Tax Withholdings and Expenses – Includes a description of each tax withholding and expense

item included in this payroll batch and its associated deduction amount.□ Third Party Payments – Includes a description of each payment item included in this payroll batch

and its associated payment amount.□ Net Pay – Includes detailed information about each paycheck including all tax withholdings,

expenses, and third-party payments. From this subtab you can perform the following tasks:▬ Use the Workplace, Department, Class, and Saved Search filters and the Employee field to

reduce the list of employees eligible to be paid in this payroll batch.▬ Remove one or more paychecks from this payroll batch by checking the Select boxes next to

the paychecks to be removed and then clicking Remove.

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▬ View a paycheck by clicking the View link to the left of the paycheck.▬ Modify a paycheck by clicking the Edit link to the left of the paycheck you want to modify.▬ Access an employee record by clicking the employee’s name link in the Employee column.

Editing Payroll Items in Bulk on a Payroll BatchYou can edit the values for a payroll item across multiple paychecks within a batch. The Employees to Paylist at the bottom of the Payroll Batch page includes a Bulk Edit button. After a payroll batch is calculated,the Bulk Edit button appears on the Pending subtab and on the Paychecks and Net Pay subtabs of theComplete subtab. When you click the Bulk Edit button, a popup window opens. From there, you can selecta payroll item to edit.

To edit a payroll item for multiple paychecks:

1. If you do not have a payroll batch open, go to Transactions > Employees > Create Payroll > List, andbeside a calculated batch, click Edit.

2. Add employees if none are listed.3. Click Bulk Edit. This button is in the upper right of the following:

■ Employees to Pay list■ Pending subtab■ Paycheck subtab of Complete subtab■ Net Pay subtab of Complete subtab■ Errors subtab

4. From the list in the popup window, select a Payroll Item.Employees in the batch, whose employee records include the payroll item, appear in an editable listbelow a filter row. The list includes the option to add employee records.Calculated paychecks display values. If a paycheck has not been calculated, 0 amounts aredisplayed.Tax items are available only if they are calculated, included on the paycheck, and permit editing.

Note: Payroll items that are calculated automatically using some NetSuite features cannotbe edited. These features are Time Tracking, Expense Reports, and Employee Commissions.You can add lines for these payroll items.

Optionally, you can use the filters to find records to edit. The filter criteria is additive. Onlyemployees who meet all criteria in the filters are displayed. The filters include:■ Workplace – Select a workplace from the dropdown list.




employees with the same character set in their names.■ Employee ID- Type the corresponding ID for this employee.

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5. Edit the record rows, or add records, as needed.The read-only Manual Entry field in the popup window is empty for all automatically calculatedlines. This does not change when you edit the line. If a line is not automatically calculated, the valueYes appears in the Manual Entry field. NetSuite saves the yes value only if you change the amountto a non-zero value. If you add a line, the value in the Manual Entry field is always Yes. NetSuitedoes not save lines with a value of 0, regardless of whether you added or edited them.You cannot add lines to tax items, so these items do not include a Manual Entry field.

6. When you finish, click Save. If your changes affect paychecks, the paychecks appear in the Pendingsubtab.After you make changes, you must recalculate the payroll batch before you can commit it.When you recalculate, manual entries are not changed, but automatic entries are cleared andrecalculated. For more information, see Calculating a Payroll Batch.

Editing an Individual Paycheck from a Payroll BatchYou can view or edit an individual paycheck from within a calculated payroll batch. For example, you mightneed to edit a paycheck to award a bonus to an employee whose paycheck is in the batch. You would addthe Bonus payroll item to the paycheck, and enter an amount for the bonus. After you save the changesand recalculate the batch, NetSuite recalculates only the paycheck that you modified.

To edit an individual paycheck:

1. After you calculate a payroll batch, on the Payroll Batch page, click the Complete subtab.2. To open a list of the paychecks included in the batch, click the Paychecks or Net Pay subtab.

Optionally, you can use the filters to find records to edit. The filter criteria is additive. Onlyemployees who meet all criteria in the filters are displayed. The filters include:■ Workplace – Select a workplace from the dropdown list.




employees with the same character set in their names.3. Next to the paycheck that you want to edit, click Edit.4. If necessary, change the relevant department, location, and class for the employee.5. If you checked the To Be Printed/No Service Printed Checks box when you created your payroll

batch, the Check # field displays To be printed. The system uses the next consecutive checknumber available when you print the checks.You can enter another check number, if necessary.

6. In the Memo field, enter a memo that prints on the check.7. Enter or edit information relevant to the paycheck on the subtabs provided.

For more details, see the following topics:■ Classifying Individual Paycheck Lines■ Editing Earnings on a Paycheck

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■ Editing Expenses on a Paycheck

■ Editing Time Transactions on a Paycheck

■ Editing Commissions on a Paycheck

■ Editing Employee Deductions on a Paycheck

■ Editing Employer Contributions on a Paycheck

■ Editing Taxes on a Paycheck

Note: The PTO Hours, Summary, and Disbursements subtabs on the Paycheck recordare read-only. They do not appear when you open the record for editing.

8. When you are finished editing the paycheck, click Save.

The Payroll Batch page appears with a status of Edited, and edited paychecks are listed in thePending subtab.

9. Click Calculate to update the payroll batch with the edited employee paycheck.

After you review your payroll, you are ready to commit it. For instructions, see Committing a Payroll Batch.

Classifying Individual Paycheck LinesWhen you edit paychecks after a payroll batch is calculated, you can choose to classify individual paychecklines. You can classify earnings, deductions, taxes, or company contributions by department, location, orclass. For example, if an employee works 20 hours for Department A, and 20 hours for Department B, youcan classify partial earnings by department, as appropriate.

Note: When you classify individual earnings, the deductions, contributions, or taxes related tothose earnings are not automatically classified.

Before you can classify individual paycheck lines, you need the following:

■ The Departments, Locations, or Classes feature must be enabled in your account. For moreinformation, see the help topics Enabling Features and General Company Features.

■ Departments, locations, or classes must be created in your account.

□ For more information about creating departments, see the help topic Creating Departments.

□ For more information about creating locations, see the help topic Creating Locations.

□ For more information about creating classes, see the help topic Creating Classes.

■ On the Accounting Setup page (Setup > Accounting > Accounting Preferences), depending on thetypes of classifications that you use, the Allow Per-Line Departments, Allow Per-Line Classes, orAllow Per-Line Locations boxes must be checked. This ensures that payroll reversals that includeindividually classified paycheck lines are accounted for properly.

For example, if you use the Departments and Locations feature, make sure the Allow Per-LineDepartments and Allow Per-Line Locations boxes are checked.

To classify individual paycheck lines:

1. While editing a paycheck (see Editing an Individual Paycheck from a Payroll Batch), check theClassify Individual Paycheck Lines box.

After you check this box, you can no longer edit the Department, Class, and Location fields on thepaycheck.

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2. On the Earnings, Deductions, Taxes, or Contribution subtabs, do one of the following:

■ Find the paycheck line that you want to classify.

■ To split a paycheck line, click Add. Manually enter an amount on the new line, and edit theamount for the line that you are splitting.

3. In the Department, Location, or Class columns, select the appropriate value from the list.

4. Click OK.

5. When you are finished, click Save.

Important: After you add department, location, or class values to individual paycheck lines, ifyou clear the Classify Individual Paycheck Lines box, classifications on individual lines are lost.

Classifying Individual Paycheck Lines by Default

You can set a preference so that the Classify Individual Paycheck Lines box is automatically checked eachtime that you edit a paycheck.

To always classify individual paycheck lines:


2. On the Preferences subtab, check the Always Classify Individual Paycheck Lines box.

3. Click Save.

Time Entry Classifications and Custom Segments

Department, location, and class values from time entries are automatically populated in the Time subtabon paycheck records. You do not need to check the Classify Individual Paycheck Lines box to view timeentry classifications, but you cannot edit time entry classifications on paycheck records.

When time entries are associated with custom segments, the custom segments appear on payrolltransactions in the General Ledger after a payroll batch is committed. To show custom segments ontransactions, in the custom segment record, make sure that the GL Impact box is checked. For moreinformation, see the help topic Configuring GL Impact for a Custom Segment.

Editing Earnings on a PaycheckExisting lines in the Earnings subtab are editable. However, unless you need to reduce an amount, youshould add new lines. New lines always have a value of Yes in the read-only Manual Entry field. Whenyou recalculate, manual entries are untouched, but, in certain circumstances, values that are calculatedautomatically can be cleared and recalculated.

To edit earning on a paycheck

1. While editing a paycheck (see Editing an Individual Paycheck from a Payroll Batch), click theEarnings subtab.

2. In the Earnings field, select an earning item assigned to this employee.

For example, if an employee is receiving a bonus, select a bonus payroll item.

3. In the Hours/Base field, enter the number of hours worked or other number to be multiplied bythe rate shown in the Rate field, if necessary.

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Note: In some cases, such as when an employee is receiving a bonus, you can set theHours/Base field to 0.

4. If this earning item is related to a project, select the appropriate service item in the Service Itemfield.

5. If this earning item is related to a customer, select the appropriate customer in the Customer field.

6. Click Add.

For each new earning item that you add to this paycheck, the Manual Entry field is set to Yes.

7. Repeat these steps to select more earning items for this employee.


Editing Expenses on a PaycheckThe Expenses subtab lists unpaid expense reports that have been approved and appears if the ExpenseReports feature is enabled. By default, all unpaid expense items are listed and selected for inclusion inthe paycheck when the paycheck is calculated.

You have the following options for editing expenses:

■ To remove an expense item from the paycheck, clear the box in the Pay column . When yourecalculate, removed expense items are no longer displayed. They will appear again as unpaidexpense items in the next payroll.

■ To add expenses manually, use the Earnings subtab.

When you are finished editing expenses, click Save.

Editing Time Transactions on a PaycheckThe Time subtab lists approved, unpaid time transactions and appears when the Time Tracking featureis enabled. By default, all unpaid time transactions are listed and selected for inclusion in the paycheckwhen the paycheck is calculated.

You have the following options for editing time transactions:

■ To remove a transaction from the paycheck, clear the box in the Pay column . When you recalculate,removed transactions are no longer displayed. They will appear again as unpaid transactions in thenext payroll.

■ To add hourly wages manually, use the Earnings subtab.

When you are finished editing time transactions, click Save.

Editing Commissions on a PaycheckThe Commissions subtab lists unpaid commissions that have been approved and appears if theCommissions feature is enabled. By default, all unpaid commission items are listed and selected forinclusion in the paycheck when the paycheck is calculated.

You have the following options for editing commissions:

■ To remove a commission item from the paycheck, clear the box in the Pay column. When yourecalculate, removed commission items are no longer displayed. They will appear again as unpaidcommission items in the next payroll.

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■ To add commissions manually, use the Earnings subtab.

When you are finished editing commissions, click Save.

Editing Employee Deductions on a PaycheckBased on the payroll items selected for the employee, NetSuite applies deductions against the employee’spay, such as 401(k), health insurance, union dues, and credit union deposits. Existing lines in theDeductions subtab are editable. However, unless you need to reduce an amount, you should addnew lines. New lines are always treated as manual entries. When you recalculate, manual entries areuntouched, but, in certain circumstances, values that are calculated automatically can be cleared andrecalculated.

NetSuite adjusts the value of a manual entry to the limits allowed for a particular payroll item.

For example, in your payroll, the system generates an earning item of $40,000 for a sales rep whoclosed a very large deal. This employee wants to increase a 401(k) deduction from the usual $500 to$13,000 for this payroll. You modify the amount for the deduction item and then save the paycheck.During batch recalculation, NetSuite reduces the $13,000 value to $10,500 to ensure that the annual401(k) allowable employee contribution limit is not exceeded.

Note: If you make a change on this subtab, you may also want to permanently change thisdeduction item on the employee's record.

To edit employee deductions on a paycheck:

1. While editing a paycheck (see Editing an Individual Paycheck from a Payroll Batch), click theDeductions subtab.

2. In the Deductions field, select a deduction item assigned to this employee.

For example, you may have been requested to increase the amount of the employee’s 401(k)contribution.

The read-only Wage Base field displays the employee’s base pay amount.

3. In the Amount field, enter the amount of this deduction payroll item.

4. Click Add.

Note: For each new deduction item that you add to this paycheck, the value in the ManualEntry field is Yes.

5. Repeat these steps to add more deduction items for this employee.


Editing Employer Contributions on a PaycheckBased on the payroll items selected for the employee, NetSuite applies contributions, such as theemployer’s 401(k) match.

Existing lines in the Contributions subtab are editable. However, unless you need to reduce an amount,you should add new lines. New lines are always treated as manual entries. When you recalculate, manualentries are untouched, but, in certain circumstances, values that are calculated automatically can becleared and recalculated.

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Note: If you make a change on the Contributions subtab, you may also want to permanentlychange this contribution item on the employee record.

To edit employer contributions on a paycheck:

1. While editing a paycheck (see Editing an Individual Paycheck from a Payroll Batch), click theContributions subtab.

2. In the Contributions field, select a contribution item assigned to this employee.The read-only Wage Base field displays the employee’s base pay amount.

3. In the Amount field, enter the amount of this contribution item.

Note: The Manual Entry field displays Yes for each new contribution item you add to thispaycheck.

4. Click Add.5. Repeat these steps to add more contribution items for this employee.6. When you are finished, click Save.

Editing Taxes on a PaycheckNetSuite applies tax items, such as state and federal unemployment, social security, and Medicare, whenyou calculate the payroll batch. Not all taxes are editable. You cannot add tax lines to a paycheck, so theTaxes subtab does not include a Manual Entry field.

Tip: If you change a tax amount on this subtab, you might also want to permanently change thistax item on the employee record.

To edit taxes on a paycheck:

1. While editing a paycheck (see Editing an Individual Paycheck from a Payroll Batch), click the Taxessubtab.

2. In the Amount field, modify the amount of this tax item.3. When you are finished, click Save.

Committing a Payroll BatchAfter you create a payroll batch, calculate it, and review and edit it, you can commit your payroll batch.You cannot change a payroll batch or the individual paychecks in it after you commit it. All direct depositsand service-printed checks must be committed at least two banking days before the check date by 2:00p.m. Pacific Time. For a listing of bank holidays, see Payroll Processing Schedule.


To commit a payroll batch:■ At the top of the Payroll Batch page, click Commit. The button appears only when the status is

Calculated.

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When you click Commit, the system funds the payroll and creates a journal entry posting a debit tothe payroll funding account and a credit to the bank account. The payroll service withdraws fundselectronically to cover serve fees, tax liability payments due, and net pay.

The payroll service begins processing all committed payrolls prior to 2:00 p.m. Pacific Time. Payrollscommitted after 2:00 p.m. are not processed until the following business day.

If you make mistakes in your payroll but do not discover them until after the payroll is committed, youmust enter an adjustment or a reversal. For more information, see Creating Payroll Adjustments orCreating a Payroll Reversal.

To print checks, go to Transactions > Management > Print Checks and Forms, and select Paychecks. Formore information, see Printing Paychecks.

Viewing Individual PaychecksBefore you can view individual paychecks, you must create a payroll batch. For more information, seeCreating a Payroll Batch.

To view individual paychecks, go to Transactions > Employees > View Individual Paychecks.

Note: If an individual paycheck is a part of a payroll batch that has not been committed, you canedit the paycheck. For more information, see Editing an Individual Paycheck from a Payroll Batch.

Searching for PaychecksA paycheck search lists all data available when a payroll is run. This data includes the employee, date,batch number, payroll item, account affected, and hours or amounts associated per line item.

If the check is taxed, the search also provides taxable wages. The search indicates if the amount has anygeneral ledger (GL) impact. You are also able to search calculated payroll numbers.

To run a paycheck search:

1. Go to Reports > New Search.2. In the Search list, click Paycheck.

From the Paycheck Search page you can do the following:

■ Submit to run a search■ Export data■ Personalize the search■ Create a saved search

Submitting the search provides a results page.

Payroll Dashboard OverviewThe Payroll Dashboard SuiteApp provides home page portlets that help you to perform regular payrolltasks and manage employees who are included in payroll. These tasks include the ability to run payrollbatches, track changes in employee pay, and quickly find other payroll-related features. The portlets canbe added by an Administrator or a Payroll Manager.

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For more information about dashboards and portlets, see the help topic Using Dashboards.

Installing the Payroll Dashboard SuiteAppFor information on installing SuiteApps, see the help topic Installing a Bundle. You can search for thePayroll Dashboard SuiteApp using the following information:

■ Bundle Name: Payroll Dashboard

■ Bundle ID: 202156

The Payroll Dashboard SuiteApp is a managed bundle and is automatically updated whenever fixes andenhancements are available.

Setting Up the Payroll DashboardClick the Personalize button on the right-hand side under the main menu to bring up the PersonalizeDashboard menu.

On the left side of the Personalize Dashboard menu there are different categories of portlets to choosefrom. In the SuiteApps category, you can add the Employee Net Pay Variances, Payroll Links, and RunPayroll portlets. To add these portlets to your home screen, drag and drop them from the main menu.

Payroll Dashboard PortletsYou can rearrange the dashboard portlets in the order of your choice. The portlets that are part of thePayroll Dashboard include:

■ Employee Net Pay Variances

■ Payroll Links

■ Run Payroll

The portlets offer at-a-glance metrics and action items, allowing you to manage employee informationright from the dashboard.

Run PayrollThis portlet enables you to view your payroll batches that are in progress or initiate a new one. You canfilter the batch list by subsidiary to see the batches in progress. Each batch has a batch number and a

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status, of which can be Edited or Error. Edited batches can be calculated from the portlet. Each batchincludes information such as subsidiary, pay frequency, check date, period ending, funding account, batchsummary, off cycle and number of employees.

When you edit a payroll batch, you can see all the components of the payroll batch with more detail.You can see more employee information for each employee in the batch, and you can also filter theemployees by name, class and department. At the top of the page, you can calculate or edit the batch.

Payroll LinksThis portlet offers a collection of quick links that take you to other Payroll features. This includes payrollsetup and reporting, time and expense, employee management, payroll processing and configurationoptions. Clicking on each link opens a new tab for your convenience.

Employee Net Pay VariancesThe Employee Net Pay Variances portlet shares similar capabilities as the Run Payroll portlet.

With this portlet, you can track any changes in your employee payment at a quick glance. The paychanges are tracked in a table which displays the name of the employee, employee ID, pay frequency, last

Payroll Guide


pay date, previous amount, current amount, and the variance between the previous amount and currentamount.

Printing Payroll Checks or VouchersAs you are processing payroll, check the To Be Printed box if you want to print paychecks and directdeposits after you process payroll.

If you do not check this box, paychecks and direct deposit vouchers are not printed for the payroll. Toprint check and vouchers later, you must individually access and print each transaction.

If you use the Service Printed Checks and Stubs feature, this box is called No Service Printed Checks. Toprint the checks for only this pay run, check the No Service Printed Checks box. By default, this box is notchecked for future payrolls.

Printing PaychecksWhen you create a payroll or an individual paycheck and check the To Be Printed box, paychecks aresaved in a queue to be printed later. When the Service Printed Checks and Stubs feature is enabled, thisbox is called No Service Printed Checks. You should not check this box if you intend the Payroll Serviceprint and send checks and stubs.

After you verify that all information in a payroll batch is correct and committed, you can use NetSuite toprint some or all of the paychecks. Paychecks should be printed on check stock.

To print paychecks:

1. Go to Transactions > Management > Print Checks and Forms.

2. On the Print Checks and Forms page, click Paychecks.

3. In the Account field, select an account from which payroll is funded to display a list of its associatedpaycheck transactions.

4. Enter a check number or other information as necessary.

5. In the displayed list, mark the check or checks that you want to print.

6. Click the Print button.

Printing Direct Deposit VouchersWhen you process direct deposit payroll transactions, checking the To Be Printed box generates vouchersthat detail payment information for that pay period. You should not check this box if you have enabled theService Printed Checks and Stubs feature and intend the Payroll service to print checks and stubs.

Direct deposit vouchers should be printed on plain paper or non-negotiable check stock.

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To print direct deposit vouchers:

1. Go to Transactions > Management > Print Checks and Forms.2. On the Print Checks and Forms page, click Direct Deposit Voucher.

3. In the Account field, select an account to display a list of its associated direct deposit transactions.

4. In the displayed list, mark the voucher or vouchers that you want to print.5. Click Print.

Direct Deposit Vouchers show the dollar amount of funds transferred into each prenoted employeeaccount. A prenote is a test to ensure that the bank routing information is accurate and the Direct Deposittransmission can be properly completed. Employee accounts are marked Prenoted on the Direct Depositsubtab of the Employee record.

Note: You can reprint a direct deposit voucher at any time using the preceding instructions.

Direct Deposit Payroll Transaction ExamplesExample 1: Post a direct deposit to one prenoted net account.

Result: One direct deposit voucher queues to print.

The voucher shows the net amount of the deposit ($1200.00) to the employee's account Wachovia1234567.

Example 1 voucher:

Example 2: Post direct deposits to two accounts — one prenoted savings account and one prenoted netaccount.

Result: One direct deposit voucher queues to print.

The voucher displays the net amount of the deposit ($1200.00) to the employee's two accounts:

■ $200.00 is deposited to savings account Wachovia 987654.■ $1000.00 is deposited to net account Wachovia 1234567.

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Example 2 voucher:

Example 3: Post a direct deposit to one prenoted savings account and one non-prenoted net account.

Result: One paycheck queues to print and one prenote test posts for the net account.

As in the below example, the paycheck shows:

■ Net Pay for this period is $1200.00.

■ $200.00 is direct deposited to the prenoted savings account Wachovia 987654.

■ $1000.00 is the amount on the printed paycheck.

Example 3 paycheck:

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Payroll Reversals and Adjustments■ Creating a Payroll Reversal

■ Committing Payroll Reversals

■ Creating Payroll Adjustments

Creating a Payroll ReversalTo reverse disbursements associated with a previously committed paycheck, you should create payrollreversals.

When you submit a payroll reversal, NetSuite creates a journal entry that includes transaction linesdetailing the reversal of all of the funds from the original paycheck. Reversed paychecks reduce your taxliability. Previously funded but unpaid liabilities can be refunded to you. If some or all of the liabilitiesincurred by the paycheck have already been paid, you can receive refunds directly from the agencies.

Note: Amounts funded to cover direct deposits and service-printed checks can be refunded ifthe reversal is made before they are completed.

Payroll reversals cannot retrieve funds from employee accounts. You must collect any overpaidamount from an employee.

To create a payroll reversal:

1. Go to Transactions > Employees >Create Payroll > List.

2. On the Payroll Batches page, you can add a filter to show only payroll batches that are committed.To filter the Payroll Batches list by committed status:

a. Click Customize View.

b. In the Results subtab, add Status to the list.

c. In the Available Filters subtab, add Status to the list.

d. Click Save.

e. In the Status filter list, select Committed.

3. Click View next to the payroll batch that contains the paycheck to be reversed.

4. On the Paychecks subtab, click View next to the paycheck to be reversed.

5. Click Reverse.

In the case of a funded payroll or a payroll run in a previous quarter, reversing a paycheck incursfees. If fees apply, consider correcting this payroll with an adjustment to your next standard payrollrun. For more information, see Creating Payroll Adjustments.

6. On the Voiding Journal page, click Save.

Note: The system generates a journal entry. The Voiding Journal appears on the List ofJournal Entries after you save the transaction.

Important: You must commit all payroll reversals before your next payroll run. Forinformation, see Committing Payroll Reversals.

7. On the Payroll Batch page, click Commit.

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After you reverse a paycheck, NetSuite no longer lists it in the Reconciliation Detail report or on theReconcile Bank Statement page. In addition, when you view the bank account register, the Cleared (Clr)box and the link in the Reconciled Date column no longer show for the voided paycheck.

Committing Payroll ReversalsAfter you create payroll reversals, you must commit them before you run your next payroll.

Uncommitted reversals do not reduce your liability and may result in overpaying a tax agency. In addition,uncommitted reversals do not show on the Pay Payroll Liabilities page or on liability reports. If youcommit a payroll reversal after tax liabilities have been paid, unapplied payments, which are liabilitypayments not associated with checks, may display on the Pay Payroll Liabilities page.


The following steps help you commit a payroll reversal that was not previously committed.

To commit a payroll reversal:

1. Go to Transactions > Employees > Create Payroll > List.2. On the Payroll Batches page, you can add a filter to show only payroll batches that have a status of

Ready to Commit, Funding Calculated, and Edited. To filter the Payroll Batches list by status:a. Click Customize View.b. In the Results subtab, add Status to the list.c. In the Available Filters subtab, add Status to the list. Ensure Show in Filter Region and

Show as Multi-Select are enabled.d. Click Save.e. In the Status filter list, select Ready to Commit, Funding Calculated, or Edited.

3. Click Edit next to an uncommitted payroll reversal.To quickly locate your reversals, click the Type column header to sort the list by type and locateReverse payroll.

4. On the Payroll Batch page, click Commit.5. Repeat these steps until all reversals have been committed.

After all of your reversals are committed, you can go to Transactions > Employees > Create Payroll tocreate your next payroll.

Important: Payroll reversals cannot retrieve funds from employee accounts. You must collectany overpaid amount from an employee.

Creating Payroll AdjustmentsTo make changes to previously committed paychecks, you should create payroll adjustments. Theseadjustments can be either positive or negative, depending on the situation.

Payroll adjustments never directly affect company disbursement (bank) accounts or employee accounts.Instead, adjustments balance expenses recorded on your company's accounting ledgers. You must collectincorrect payments directly from employees.

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NetSuite automatically funds any increase in liabilities from your Payroll Funding Account andfiles amendments with tax agencies.

To reverse disbursements associated with a previously committed paycheck, you should create a payrollreversal. For more information, see Creating a Payroll Reversal.

To create a payroll adjustment:

1. Go to Transactions > Employees > Create Payroll Adjustment.2. In the Payee field, select the employee for whom you are entering the adjustment.3. If you track departments, classes, or locations, select the appropriate information for those fields.4. In the Pay Period Ending field, select the date for the pay period in which these funds were

originally disbursed.5. In the Post Date field, enter the date of the payroll that includes the adjustment.6. In the Posting Period field, select the fiscal period to which NetSuite must post the adjustment.

Note: You cannot post to a locked accounting period.

7. If you have a NetSuite OneWorld account, select a subsidiary from the list in the Subsidiary field.8. Enter the amount of the adjustment. This amount can be either positive or negative.9. Enter a memo for this adjustment.

10. Select an account to use to fund this transaction.You must use the Payroll Funding Account you selected on the Set Up Payroll page.

11. On the Earnings, Withholdings, Deductions, and Company Contributions subtabs, enteramounts for the payroll items related to the adjustment.

Note: If you need to reduce a value, enter a negative amount.

NetSuite automatically checks the corresponding box.In the Amount field, NetSuite calculates the total for the adjustment based on the amountsentered.

12. Click Save.NetSuite calculates the taxes associated with this adjustment and updates the employee’s payrollhistory.

13. Click Commit to commit the payroll batch.

To review a list of payroll adjustments, on the Payroll Adjustment page, click List. On the list, click the Viewor Edit links to review individual adjustment records.

Recording Third-Party Sick Pay PaymentsMany companies provide short and long-term disability benefits to their employees. Generally, companiespurchase these benefit plans from third-party providers that administer the benefits, such as insurancecompanies.

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The third-party provider:

■ Makes payments to employees with disabilities■ Withholds Federal taxes:

□ Income□ FICA (Federal Insurance Contribution Act)□ Medicare□ FUTA (Federal Unemployment Tax Act)

■ Reports data to companies as required to prepare employees' annual W-2 forms

By creating Third-Party Sick Pay payroll items, you can enter the data that you receive from the third-partyprovider into SuitePeople U.S. Payroll. This ensures that employees receive the appropriate payments andW-2 information.

If an employee elects to receive non-taxable disability payments, NetSuite reports these payments on theemployee's W-2, but does not withhold taxes. If an employee elects to receive taxable disability payments,the third-party provider withholds income tax, FICA, and Medicare contributions from the employee'spayments.

The following guidelines can help you process Third-Party Sick Pay:

■ Enter the Third-Party Sick Pay taxable gross, federal income tax (if withheld), employee social security,and Medicare.

■ Do not enter any amount in the Taxable Wage Base and Taxed Wage Base fields.■ Do not enter any employer taxes.■ Do not enter any state or local taxes.■ Process each employee's benefit check as a separate adjustment. You cannot process all employees'

checks at the same time.■ Process these entries as adjustments. Process Third-Party Sick Pay adjustments separate from other

entries.■ Do not process third-party sick pay adjustments with your regular payroll. Your payroll will not process

with this error condition.■ Do not pay employees third-party sick pay with a check or direct deposit, because the employee has

already received the money from the third party payer.■ Do not process any other types of earnings or deduction code entries with your Third-Party

Sick Pay adjustments.

Additional notes:

■ To properly report the information, including the adjustment on Form 941 line 7b, you must followprocessing instructions for third-party sick pay.

■ If you enter any amount in the Taxable Wage Base and Taxed Wage Base fields, after you commit thepayroll adjustment, the Social Security and Medicare tax amount fields have a value of zero.

Note: Only user roles that include Process Payroll with the Full option can commit a payrollbatch. These user roles include Full Access: Full, Payroll Manager: Full, and Payroll Setup: Full.For more information, see the help topics NetSuite Roles Overview, Showing Role PermissionDifferences, and Standard Roles Permissions Table.

To record third-party sick pay payments:

1. Create two payroll earning items: Third-Party Sick Pay Taxable and Third-Party Sick Pay Non-Taxable.

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You can use the most appropriate Payroll Item Type, such as Earning: Salary or Earning:Wage.For more information, see Creating Payroll Items.

2. Assign a third-party sick pay payroll earning item to the employee who receives the sick pay.

Refer to Payroll Setup for Employees.

3. On the Payroll Adjustment page, on Earnings subtab, create a payroll adjustment using a third-party sick pay payroll earning item.

On the Withholding subtab enter amounts for:

■ Employee's portion of Social Security

■ Federal tax withholding

■ Medicare employee portion

For more information, refer to Creating Payroll Adjustments.

4. Save the payroll adjustment.

NetSuite calculates the required tax amounts.

5. To submit the adjustment payroll for processing, on the Payroll Batch page, click Commit.

For more information, refer to Committing a Payroll Batch.

Payroll Transaction StatusYou can check the status of payroll transactions from the Payroll List page or the Payroll Status page. ThePayroll List page lets you review uncommitted and previously committed payroll batches. You can alsoview a list of all disbursements associated with each payroll batch, including direct deposit payments.

The status of a batch can be calculated, committed, created, edited, or error.

To learn more about checking the status of payroll transactions, see the following topics:

■ Viewing the Status of a Payroll Batch

■ Viewing Payroll Disbursements

Viewing the Status of a Payroll BatchOn the Payroll list, you can select an uncommitted payroll batch to review or edit, or you can select apreviously committed payroll batch to review. You cannot edit a committed payroll batch. If you need tomake changes to a committed payroll, you must create a payroll adjustment or reverse the payroll. Forinformation, see Creating Payroll Adjustments or Creating a Payroll Reversal.

To view the status of a payroll batch:

1. Go to Transactions > Employees >Create Payroll > List.

The Payroll list includes the following information for each batch:

■ Batch Number – A unique number assigned to each payroll batch.

■ Check Date – The date you selected in the Check Date field.

■ Date Created – The date you created the payroll batch.

■ Period Ending Date – The date you selected in the Period Ending field.

■ Status. – The current status for the payroll batch.

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■ Pay Frequency – The frequency selected in the Pay Frequency field.

■ Type – The type of payroll batch. The possible types are Standard, Year to Date, Adjustment,and Reversal.

■ Subsidiary – If you use a NetSuite OneWorld account, the subsidiary for the payroll batch.

Viewing Payroll Disbursements

To view payroll disbursements:

1. Go to Transactions > Employees > View Payroll Status.

A list of all disbursements associated with each payroll batch is itemized based on the transactiontype. For each disbursement, NetSuite provides the transaction type, batch number, batch status,check date, description, disbursement status, transaction number, due date, settlement date, anddisbursement amount. The disbursement status can be:

■ Hold

■ Initiated

■ Pending

■ Complete

■ Failed

2. To sort the disbursements, click the column heading that matches how you want to sort. Forexample, to sort by batch number, click the Batch Number column heading. To sort by status, clickthe Status column heading.

3. To filter the disbursements, above the list of disbursements, select a filter. For example, to showonly disbursements for a specific batch, from the Batch Number list, select a batch number.

Viewing the Status of Direct Deposit TransactionsDirect deposit transactions have a status that tells you the transaction’s stage in the funds transferprocess.

To view a direct deposit status:

1. Go to Transactions > Employees > View Payroll Status.

2. Use the filtering options to search for direct deposits with a status of Pending, Complete, Failed,etc.

The Payroll Status page lists the direct deposit transmissions being processed and the followinginformation is shown for each:

■ Type – Click the direct deposit type to open the transaction. The status of the transactionappears at the top of the page. See below for more information on transmission statuses.

■ Batch Number – The batch number assigned to the transmission.

Transmissions are sorted by batch number first.

■ Batch Status – The current status of the payroll batch:

□ Calculated – Indicates that check calculation and funding has been successfully completed.

□ Committed – Indicates that the payroll provider received the payroll batch data.

□ Edited – indicates that a change has been made to the payroll batch.

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□ Error – indicates an error was found in the calculations.

■ Check Date – the date of the transmission approval.

■ Description – displays the name of the employee.

■ Status – the current state of the transaction as it is processed through the payment process:

□ Complete – The payment transaction has been successfully processed.

□ Initiated – The transaction has been sent.

□ Pending – The transaction has not yet been processed.

■ Transaction Number – The transaction authentication number of the bank listed on theemployee's record.

■ Due Date – The date that the funds are received from the employer.

■ Settlement Date – The date that the funds are transferred into the employee’s account.

■ Amount – the dollar amount of the transmission.

Your options for processing a direct deposit transaction depend on the transaction’s transmissionstatus in the payment process.

Making Payroll Liability PaymentsPayroll liability is the amount you owe the government and other agencies for the taxes, deductions, andcompany contributions you accrue from issuing paychecks to your employees.

Liability payments are made to vendors you set up as tax agencies. For more information, see the helptopic Associating Vendors with Payroll Items.

Form 941 may show slight rounding differences between Part 1 and Part 2.

To make a payroll liabilities payment:

1. Go to Transactions > Bank > Pay Payroll Liabilities.

2. In the Account field, select the account on your balance sheet identified as the Payroll FundingAccount containing the funds to pay these expenses.

For more information, see Payroll Preferences.

NetSuite displays the current balance in this bank account in the Account Balance field.

3. In the Date field, accept today's date or enter another date.

Note: The date in this field is the date that appears on the check.

4. If you use accounting periods, in the Posting Period field select the period to which you want topost this liability.

Note: If the period you select is closed, you cannot post to that period.

5. If you have a NetSuite OneWorld account, select a subsidiary from the list in the Subsidiary field.

For more information, see the help topic Payroll Setup in OneWorld.

6. If you want to print checks to these vendors, check the To Be Printed box.

If you have enabled the Service Printed Checks and Stubs feature and you intend the payrollservice to print checks and stubs, you should not check this box.

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7. Select the department, class, or location to associate with this payment.

8. In the Show Liabilities From field, select a beginning date for the date range of the transactionsthat you want to include in this liability payment.

9. In the Through field, select an ending date for the date range of the transactions that you want toinclude in this liability payment.

10. Check Apply Existing Payments if you previously overpaid a liability and now have a credit onrecord with a tax agency.

11. Next to the items you want to pay, check the Pay box.

To pay all of the line items, click Mark All.

The Amount field at the top of the page autofills with the total of the items you select.

12. Click Save.

If you checked To Be Printed, go to Transactions > Management > Print Checks and Forms > Checks toprint the checks for the payments you selected to make. For more information, see the help topic PrintingChecks and Other Transactions.

Performing Quarterly or Yearly Payroll TasksUse the following checklists to complete your quarter-end and year-end payroll tasks.

Payroll Quarter-End ChecklistsComplete the following quarter-end tasks for your company and your employees.

Company Quarter-End

Task Done

Replenish check stock and envelope inventory.

Plan and coordinate benefits enrollment, if necessary.

Employee Quarter-End

Task Done

Review the data on audit reports.

Verify that employees are set up for the correct state and locality.

Review employees who moved from one state to another during the tax year. Verify that theappropriate wages are set up for each state.

Review tax-exempt employees. Update their information, if necessary.

Review scheduled or repeating earnings and deductions.

Update annual limits for scheduled or repeating earnings and deductions.

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Payroll Year-End ChecklistsComplete the following year-end tasks for your company and employees.

Note: For information about year-end closing in NetSuite, see the help topic Year-End Closing.

Company Year-End

Task Done

Update company-level deduction amounts and limits for the upcoming year.

Use your audit reports to do the following:

■ Verify that your company's legal name and address are correct on year-end forms.

■ Verify your Federal Employer Identification Number (FEIN).

■ Verify that earning and deduction codes print in the correct boxes.

■ Verify that earnings are mapped to box 7 of Form 1099-MISC, and the correct IRS codes are printed.

■ Verify that all of your employees and contractors appear on Form W-2 and 1099-MISC AuditInformation.

■ Review any letters in the Error column and review the Error Legend to understand the errors.

Notify NetSuite Customer Support as soon as possible if you plan to pay any large bonuses, commissions,or stock awards at the end of the year. You may be required to process early or wire funds to meet theobligations of the resulting large payroll run. Early notification of NetSuite Customer Support can avoidprocessing issues.

Update your unemployment rates as necessary. You are responsible for ensuring that these rates arecorrect. Maintaining the correct rates avoids potential penalty and interest charges relating to incorrectlypaid taxes.

Update your state tax payment frequencies as necessary. You are responsible for ensuring that taxpayment frequencies are correct in the system, to ensure that related tax deposits are made on a timelybasis. The timing of your tax deposits typically is based on the dollar amount of your liabilities from theprevious year. State tax agencies may reassess the frequency. If you receive a notice of such a change,immediately update the system. Tax deposits and filings are made based on the deposit schedule for eachjurisdiction. Deposit schedules are set on the Jurisdictions subtab of the Set Up Payroll page. See SettingPreferences for Jurisdictions.

Employee Year-End

Task Done

If you use the Social Security Administration's service to verify that employee names and social securitynumbers match, begin the verification process as soon as possible.

Update employee-level deduction amounts and limits.

Correct excess employee contributions to 401(k), 403(b), and SIMPLE plans.

Correct excess employee contributions to health care and dependent care spending accounts.

Notify employees to update their W-4 (Employee's Withholding Allowance Certificate) information, ifapplicable.

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Task Done

Notify employees to update their W-5 (Earned Income Credit Advance Payment Certificate) information,if applicable.

Forms W-2 and 1099-MISC Year-End

Task Done

Select a group of employees (totaling 5-6 individuals) to verify that items accurately print on theappropriate year-end form.

Allocating Paycheck Expenses to ProjectsThe Time Tracking feature enables you to record the hours that employees work. If the ProjectManagement feature is also enabled, you can link employees' hours worked to specific projects. If you usethese two features with SuitePeople U.S. Payroll, you can allocate payroll expenses to specific projects totrack projects' profitability.

To allocate paycheck expenses to projects, the following should be true:

■ When both hourly and salaried employees submit time entries, they must link their time worked with aproject. Employees can select projects from the Customer:Project field.

■ The project that employees track time for must be associated with a customer. For more information,see the help topic Creating a Basic Project Record.

After the payroll run is completed, you can allocate the expenses by creating journal entries to associatepayroll amounts with specific projects. This means that only Actual Time/Hours worked are used forexpense allocation.

For salaried employees, earnings and company contribution expenses can be allocated to projects.

Note: To determine the amounts to allocate to a project, NetSuite calculates a percentagebased on the total amount of time an employee enters for a project over the total amount of timerecorded for the pay period. This percentage is applied to the paycheck lines that are posted foran expense account or a Cost of Goods Sold (COGS) account. If an employee enters time for aproject and does not select a payroll item for that project, that time is still used in the calculationof the allocation percentage, even though the time is not included in payroll.

To allocate paycheck expenses to projects:

1. Go to Transactions > Employees > Allocate Paycheck Expenses to Projects.

This page shows unallocated payroll amounts for employees who have entered time worked for thepay period and selected a project that is associated with a customer. To narrow the list of amounts,you can select from the Date field or enter dates in the From and To fields.

2. In the Journal Entry Date field at the top of the page, enter the date that you want to use for thepaycheck allocation journal entries.

3. For each paycheck amount that you want to allocate to a project, check the Select box, or, to selectall payroll amounts, click Mark All.

4. To create journal entries for the selected payroll amounts, click Allocate.

For each amount:

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Allocating Paycheck Expenses to Projects 91

■ The amount is credited to the Payroll Funding Account.

■ An equal amount debits the account associated with the project.

■ The names of the project and payroll item appear in the Memo field on the journal entry.

Amounts on each paycheck must be allocated using only one journal entry. A journal entryallocation can have a maximum of 200 lines.

Note: Time entries do not determine the classifications (class, department, or location) orcustom segments for allocated paycheck expenses. Instead, the paycheck record determines theclassifications and the employee record determines the custom segments for allocated paycheckexpenses.

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Payroll Reports and WorkbooksYou can use the following reports and workbooks with SuitePeople U.S. Payroll:

■ Employee Payroll Item History Report

■ Searching for Payroll Items

■ Employee Payroll Item Search

■ Payroll Check Register

■ Payroll Liability Report

■ Payroll Journal Report

■ Payroll Summary Report

■ Payroll Summary by Employee Report

■ Payroll Detail Report

■ Hours & Earnings Report

■ State Withholding Report

■ Service Fees Report

■ W-2 and 1099 Audit Information Report

■ Employee Tax Jurisdictions Workbook (Beta)

■ Workplace Tax Jurisdictions (Beta) Workbook

You can customize some reports to include payroll batch information. For details, see CustomizingPayroll Reports to Include Batch Information. You can also customize payroll reports to include employeeaddresses. For more information, see Including an Employee’s Address on a Report.

You can assign payroll items (such as earnings, deductions, and employer contributions) to reportsections. For more information, see Modifying Payroll Report Sections and Payroll Items Setup.

Employee Payroll Item History ReportThe Employee Payroll Item History report lists payroll item changes made to existing employee records aswell as the creation of a new employee records. The report provides the following columns:

■ Date & Time – The date and time at which changes were made to the employee record.

■ Author – The user who made the change to the employee record.

■ Payroll Item – The name of the payroll item that was changed on the employee record. Dependingupon the payroll item, the report displays information in the following additional columns:

□ Earning:

▬ Default Hours – The default number of hours the employee is paid for this earning item.

▬ Default (T/F) – Indicates whether the payroll item should appear on the paycheck each timeyou run payroll.

□ Deduction: Limit – The maximum monetary deduction.

□ Company Contribution: Limit – The maximum monetary contribution.

□ Accrued Time:

▬ Accrual Rate – The rate at which the payroll item accrues, according to the Accrue As value.

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▬ Accrue As – The value on which the Accrual Rate is based.

▬ Accrued Hours – The total number of accrued hours.

▬ Limit – The maximum number of accrued hours.

▬ Reset at Year End (T/F) – Indicates whether the system should zero the total Accrued Hoursand restart calculations each calendar year.

■ Deleted (T/F) – Indicates whether the row in the employee record that was deleted.

■ ID - The internal value for the row. Use this value to distinguish between multiple rows with the samepayroll item name.

■ Earning (T/F) – Indicates whether the payroll item is an earning.

■ Effective Date – The date on which this payroll item became effective.

■ Expiration Date – The date on which this payroll item is set to expire.

■ Inactive (T/F) – Indicates whether the payroll item is active.

■ Primary (T/F) – Indicates whether the payroll item is the employee’s main source of payment.

■ Rate – The rate on which this payroll item is based.

■ Rate Is Percent (T/F) – Indicates whether the rate is a percentage of the Limit.

To view the Employee Payroll Item History report:

1. Go to Reports > Payroll > Employee Payroll Item Change History.

A message appears indicating that your report is loading. You can click Cancel Report to stop thereport from loading.

You can customize this report in the Report Builder by clicking Customize on the results page. For moreinformation, see the help topics Filtering Data on Reports and Adding, Removing, or Reordering ReportColumns.

Note: This report does not support reporting by period even when the Report by Periodpreference is set to All Reports. The Report by Period preference can be configured at Home > SetPreferences, the Analytics subtab.

Searching for Payroll ItemsYou can use the payroll item simple search to search for specific payroll items.

To use the payroll item simple search:

1. Go to Lists > Employees > Payroll Items > Search.

2. From the Name dropdown list, select the name filter on which to search payroll items and thenenter specifics in the adjacent field.

3. Click Submit.

4. To access a specific payroll item record, click Edit or View. If your role does not have permission toedit payroll items, click the number next to a payroll item to view the payroll item.

The search results display the following columns:

■ Payroll item name

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■ Item type

■ Master pay code

■ Associated expense account, if any

For more information about simple searches, see the help topic Defining a Simple Search.

Employee Payroll Item SearchNote: To view this report, your role must be assigned the Set Up Payroll permission.

Use the Employee Payroll Items Search to see a summary of employees assigned to a payroll item.

The Employee Payroll Item Search can also:

■ List payroll items assigned to employees with corresponding pay, deduction, contribution, or accrualrates.

■ Show the type of payroll item that is mapped for taxability and payroll-specific codes that are attachedto the specific item.

■ List the account that is mapped to a payroll item.

■ Provide employee and payroll item assignment with rate such as salary or hourly rate, any hoursaccrued on time off codes and their accrual rates.

■ Display PTO information such as Sick Time including the rate.

■ Display accrual information such as the total accrual limit, current amount accrued, and the accrualrate for each item. This information can be used to find any payroll liability associated with the time off.

To use the employee payroll item saved search, go to Reports > Search > New, and then click EmployeePayroll Item.

To use the employee payroll item advanced search, go to Reports > New Search, and then click EmployeePayroll Item.

For more information about saved searches, see the help topic Running Searches.

Payroll Check RegisterThe Payroll Check Register lists all employee paychecks in chronological order within a specified daterange.

You can use the payroll check register to verify the accuracy of a pay run before printing the paychecks,approving paychecks for direct deposit, or both. The report has a column that indicates whether or notthe check has cleared your bank account.

To see the Payroll Check Register report:Go to Reports > Payroll > Payroll Check Register.

A message appears indicating that your report is loading. You can click Cancel Report to stop the reportfrom loading.

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Payroll Liability ReportThe Payroll Liability report lists the sum of your unpaid liability for each payroll item. The amounts listedon this report are the amounts you owe to tax agencies and vendors for employee tax withholding,deductions, and company contributions.

The Payroll Liability report does not include previously paid liability. It includes only the amount owed.

To see the Payroll Liability report:Go to Reports > Payroll > Payroll Liability.



Payroll Liability Detail ReportThe Payroll Liability Detail report lists the details of your unpaid liabilities for each payroll item. Theamounts listed on this report are the amounts you owe tax agencies and vendors for employee taxwithholding, deductions, and company contributions.

The Payroll Liability Detail report does not include previously paid liability. It includes only the amountowed.

To see the Payroll Liability Detail report:1. Go to Reports > Payroll > Payroll Liability to open the Payroll Liability report.2. Click a number in the report to open the detail report for that line.

When you click the total amount, the Payroll Liability Detail includes details for all lines in thereport.

To return to the summary Payroll Liability report, click Back to Summary at the top of the report.


Payroll Journal ReportThe Payroll Journal report lists the journal entries made for each paycheck. Each entry shows the amountdebited or credited and the account to which it was posted.

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This report is presented in debit/credit format and is organized by check number.

To see the Payroll Journal report:Go to Reports > Payroll > Payroll Journal.



Payroll Summary ReportThe Payroll Summary report displays the sum of paycheck amounts for each payroll item within thespecified date range. The items are grouped by payroll item type.

The Payroll key performance indicator (KPI) can be added to your dashboard to provide at-a-glanceviews of totals from this report. For more information on KPIs, see the help topic Setting Up the KeyPerformance Indicators Portlet.

To see the Payroll Summary by Item report:Go to Reports > Payroll > Payroll Summary.



Payroll Summary by Employee ReportThe Payroll Summary by Employee report presents employee pay data in a cross-tab format. The reportlists dollar amounts for earnings, employee-paid taxes, other deductions, and company contributions,and performs the gross to net calculation. The report also lists company tax liabilities related to eachpaycheck.

Report results are grouped by employee and display details for one payroll run, or for multiple payrollruns with rolled-up totals for each employee. You can customize the report to group employees bydepartment, or to roll up payroll activity for each department to a single line.

This report is available both before and after a payroll is committed.

To see a Payroll Summary by Employee report:Go to Reports > Payroll > Payroll Summary by Employee.

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A message appears indicating that your report is loading. To stop the report from loading, click CancelReport.


Payroll Detail ReportThe Payroll Detail report lists all transactions for each payroll item within the specified date range. Theseitems are grouped by payroll item type.

To see the Payroll Detail report:Go to Reports > Payroll > Payroll Detail.



Hours & Earnings ReportThe Hours & Earnings report summarizes the total number of hours worked and the gross pay for eachemployee. The hours worked and the gross pay are then grouped by employee name and earning item.

You can use this information for a variety of purposes ranging from state requirements to internal auditprocesses.

Most state agencies require this information on a scheduled basis, either quarterly or yearly, for thepurpose of unemployment insurance and other benefits.

To see the Hours & Earnings report:Go to Reports > Payroll > Hours & Earnings.



State Withholding ReportThe State Withholding report shows the total amount withheld for each employee for all the paycheckswritten within the specified date range.

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To see the State Withholding report:Go to Reports > Payroll > State Withholding.



State Withholding Detail ReportThe State Withholding Detail report lists the line item amounts withheld, grouped by employee andpayroll item, for all the paychecks written within the specified date range.

To see the State Withholding Detail report:1. Go to Reports > Payroll > State Withholding.2. Click a number in the report to open the detail report for that line.

When you click the total amount, the State Withholding Detail includes details for all lines in thereport.

To return to the summary State Withholding report, click Back to Summary at the top of the report.


Service Fees ReportYou can review details of the fees charged by SuitePeople U.S. Payroll. You can run the report for aselected date range and view results listing the date and batch/check number for each billed item. Youalso can view the fees related to a payroll batch, or to an individual paycheck, on the Service Fees subtabof a Payroll Batch record or Paycheck record.

To see the Payroll Service Fees report:Go to Reports > Payroll > Service Fees.

Note: This report does not support reporting by period even when the Report by Periodpreference is set to All Reports. The Report by Period preference can be configured at Home > SetPreferences in the Analytics subtab.

W-2 and 1099 Audit Information ReportWith this report you can review W-2 and 1099 tax information before year-end and before generating theW-2 and 1099 reports. By reviewing this information before your year-end, you can make adjustmentsand corrections as necessary before year-end.

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This report is a snapshot of your company- and employee-level information as of the date you run thereport. By validating this company- and employee-level information, you can ensure that accurate FormsW-2 and 1099-MISC are filed with tax agencies and provided to your employees.

Information on this report appears on each employee's Form W-2 or 1099-MISC.

NetSuite sends a reminder for you to review this report towards the end of the year.

To see the W-2 and 1099 Audit Information report:Go to Reports > Payroll > W-2 and 1099 Audit.

Customizing Payroll Reports to Include BatchInformationYou can customize some payroll reports to include information for calculated but uncommitted payrollbatches. The fields that include batch information are under Payroll Transactions in the Add Fields pane ofthe Report Builder. The fields are:

■ Batch: Batch Number

■ Batch: Check Date

■ Batch Status: Status

The reports that include batch information also include a multi-select filter called Batch Status: Status. Bydefault, the filter is set to Committed.

The reports that include the batch status filter and some or all of the additional batch fields are:

■ Payroll Journal

■ Payroll Summary

■ Payroll Summary by Employee

■ Payroll Detail

■ Hours & Earnings

■ Service Fees

To include columns for payroll batch information:

1. Click Customize on any of the above reports to open the Report Builder.

2. Enter a new Name for the custom report.

3. On the Edit Columns subtab, select the batch-related fields you want to add.

4. Preview the report before you save.

Including an Employee’s Address on a ReportIf you need to include an employee's address on a report, you should customize the report and addHome Address fields from the employee record. This ensures that the report includes only one addressfor an employee.

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If you choose to include all of an employee’s addresses on a report, the employee data could beduplicated.

Including an Employee’s Home Address on a Report

To include an employee’s home address on a report:

1. In a report, click Customize.

2. In the Add Fields section, expand the Employee list.

3. Click Home Address or any field that begins with Home Address....

4. Use the Report Preview to arrange the home address fields in your report.

5. Click Save.

Including all of an Employee’s Addresses on a Report

To include all of an employee’s addresses on a report:

1. In a report, click Customize.

2. In the Add Fields section, expand the Employee list.

3. Expand the Address Book list, and select the address fields that you want to include.

4. Use the Report Preview to arrange the address fields in your report.

5. Click Save.

Note: If you use address fields and an employee has more than one address, theemployee's data is duplicated on the report.

Modifying Payroll Report SectionsBy default Payroll report sections are made up of subsections in the order shown in the list below. TheReport Sections page enables you to reorder, remove, and add subsections for the Earnings, Deductions,and Company Contributions report sections. You cannot change the Taxes and Company Taxes sections.

Payroll Report Sections give you the flexibility to assign Payroll Items that you define to specific sections ofpayroll reports, some of which you can also define. You can assign each payroll item to a particular reportsubsection including any new report subsections. For more information about Payroll Items, see PayrollItems Setup.

The standard Report Sections and sub-sections are:

■ Earnings

□ Wages

□ Salary

□ Expenses

■ Taxes – You cannot add or remove this section or its sub-sections.

□ SS/Med

□ Federal

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□ State□ Local

■ Deductions□ Retirement□ Health

■ Company Taxes – You cannot add or remove this section or its sub-sections.□ SS/Med□ Federal□ State□ Local

■ Company Contributions□ Retirement□ Health

The Report Section dropdown list on the Payroll Item page includes the options that you define on theReport Sections page. For example, you can define a Payroll Item named Third Party Sick Pay - Taxableand assign that item to the Salary report sub-section of the Earnings section.

To define a payroll report section:

1. Go to Setup > Payroll > Report Sections.2. On the Report Sections page, you can either:

■ Click the Edit link for the name of the Report Section that you want to modify.□ You can add or remove the items in the Earnings, Deductions, or Company Contributions

report sections. You can also reorder the items.□ You cannot add or remove items in the Taxes or Company Taxes sections. You can reorder

the items.■ Click the link for the Report Section name. In the Report Section popup, click Edit. Add or

remove report sections and sub-sections as well as reorder sub-sections.

Employee Tax Jurisdictions Workbook (Beta)SuiteAnalytics Workbook offers many workbook and dataset templates, each with predefined source data,criteria, pivot tables, and charts.

This section contains the information for the SuiteAnalytics Employee Tax Jurisdictions Workbook inNetSuite. For more information about SuiteAnalytics Workbooks, see the help topic Workbook andDataset Templates.

■ Employee Tax Jurisdictions (Beta) Dataset Template■ Employee Tax Jurisdictions (Beta) Workbook Template

Employee Tax Jurisdictions (Beta) Dataset TemplateThis dataset combines fields from the Employee and Workplace record types so that you can identifyworkplaces and verify tax jurisdictions for each employee. It forms the source data for the Employee TaxJurisdictions (Beta) Workbook Template.

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Dataset ConfigurationThe Employee Tax Jurisdictions (Beta) dataset combines fields from two record types. To edit the dataset,see the help topic Defining a Dataset.

Root RecordType

Joined RecordType

Custom FormulaFields

Data Grid Criteria Filters

Employee Workplace (none) The following fields are included inthe dataset.

Employee:

■ Entity ID

■ First Name

■ Last Name

Workplace:

■ Name

■ Tax Jurisdiction:County

■ Tax Jurisdiction:Federal

■ Tax Jurisdiction:Local

■ Tax Jurisdiction:School District

■ Tax Jurisdiction:State

(none)

Employee Tax Jurisdictions (Beta) Workbook TemplateAfter you include employees in payroll and update payroll information, you can use the EmployeeTax Jurisdictions workbook to identify workplaces and verify tax jurisdictions for each employee. Thisworkbook enables you to verify tax jurisdictions from one place, instead of opening individual employeerecords.

Note: If you do not have access to this workbook, contact your administrator.

To view the Employee Tax Jurisdictions (Beta) workbook:

1. Go to Analytics.2. Click Standard Workbooks.3. From the list of workbooks, click Employee Tax Jurisdictions.

Workplace Tax Jurisdictions (Beta) WorkbookSuiteAnalytics Workbook offers many workbook and dataset templates, each with predefined source data,criteria, pivot tables, and charts.

This section contains the information for the SuiteAnalytics Employee Tax Jurisdictions Workbook inNetSuite. For more information about SuiteAnalytics Workbooks, see the help topic Workbook andDataset Templates.

■ Workplace Tax Jurisdictions (Beta) Dataset Template■ Workplace Tax Jurisdictions (Beta) Workbook Template

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Workplace Tax Jurisdictions (Beta) Dataset TemplateThis dataset contains fields from the Workplace record type so that you can identify and verify the taxjurisdictions for each workplace. It forms the source data for the Workplace Tax Jurisdictions (Beta)Workbook Template.

Dataset ConfigurationThe Workplace Tax Jurisdictions (Beta) dataset combines fields from one record type. To edit the dataset,see the help topic Defining a Dataset.

Root Record Type Joined RecordType

Custom FormulaFields

Data Grid Criteria Filters

Workplace (none) (none) The following fields are included inthe dataset.

Workplace:

■ Address

■ Name

■ Subsidiary

■ Tax Jurisdiction:County

■ Tax Jurisdiction:Federal

■ Tax Jurisdiction:Local

■ Tax Jurisdiction:School District

■ Tax Jurisdiction:State

(none)

Workplace Tax Jurisdictions (Beta) Workbook TemplateAfter you create workplace records and update payroll information, you can use the Workplace TaxJurisdictions workbook to identify and verify the tax jurisdictions for each workplace.

To view the Workplace Tax Jurisdictions workbook:

1. Go to Analytics.

2. Click Standard Workbooks.

3. From the list of workbooks, click Workplace Tax Jurisdictions.

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Frequently Asked Questions: PayrollWhat happens when I create a payroll?

SuitePeople U.S. Payroll funds the tax liabilities for that payroll batch. A liability payment transaction isrecorded in your NetSuite account.

Which liabilities are paid by SuitePeople U.S. Payroll?

All federal, state, and local taxes are paid by SuitePeople U.S. Payroll. SuitePeople U.S. Payroll does notpay non-tax liabilities such as 401(k) and health insurance.

How often does SuitePeople U.S. Payroll file my federal, state, and local tax forms? End ofthe year? End of the quarter?

SuitePeople U.S. Payroll files all of your quarterly and annual federal, state, and local tax forms.

Tax deposits and filings are made based on the deposit schedule assigned to your company by eachjurisdiction. Deposit schedules are set on the Jurisdictions subtab of the Set Up Payroll page.

Note: Clients are responsible for maintaining the deposit schedules for their company.

What happens when I create a payroll adjustment?

If funding is required, SuitePeople U.S. Payroll automatically funds the unpaid liability and pays it when theliability is due.

SuitePeople U.S. Payroll does not pay employees as a result of adjustments. The action that results infunding is only an increase in tax liability.

How are refunds of overpaid tax liabilities handled?

If you create a payroll adjustment or reverse a paycheck that results in an overpayment of liabilities,SuitePeople U.S. Payroll does not refund those liabilities. Refunds come directly from the tax agency.

Whenever a negative tax liability adjustment is created by an employer, NetSuite does not refund moneyfor these adjustments. This is because the adjustment is for past payrolls for which either SuitePeople U.S.Payroll has already paid taxes or taxes were paid directly.

A refund also cannot be issued when you reverse a payroll for which taxes have already been paid totax agencies by SuitePeople U.S. Payroll. Instead, tax credits are stored in the payroll system and areadjusted against future tax deposits. The future tax deposit payments are reduced against these creditsand require fewer funds from you for those payments. The system tracks this funding and reductionin payments and by marking the portion of the funding and payment transaction as a “payer-to-payee”transaction.

Note: If all credits from overpaid liabilities in a quarter are not used completely, you receive arefund for the credit balance from the tax agency. If a payroll is reversed before the pay date andtaxes are not paid to tax agency yet, then SuitePeople U.S. Payroll refunds the money.

What happens if a tax agency contacts me directly with questions about a tax filing ordeposit?

In the unlikely event that a tax authority has questions, SuitePeople U.S. Payroll represents you with thetax authority.

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Using the Paycheck Journal Feature 105

Using the Paycheck Journal FeatureThe Paycheck Journal feature supports different payroll capabilities, including the tracking of payroll datafor employees in countries other than the U.S.

The Paycheck Journal feature is intended for use by NetSuite partners. It enables partners to:

■ Use SOAP web services to build integrations between NetSuite and existing external payroll solutions.See SOAP Web Services and Paycheck Journal Transactions.

■ Use SuiteScript to build custom payroll solutions. See SuiteScript and the Paycheck Journal Feature.

■ Customize payroll forms and fields. See Custom Payroll Forms and Fields.

After partners have created payroll scripts, custom forms, and custom fields, they can use SuiteBundler topackage these custom objects into SuiteApps that can be installed in NetSuite customer accounts. See thehelp topic SuiteApp Creation and Distribution.

Important: The Paycheck Journal feature is not intended for direct use by NetSuite customerswithout a partner payroll solution.

The Paycheck Journal feature is independent from SuitePeople US Payroll, although both features canbe enabled in a single account. For example, in a OneWorld account, SuitePeople US Payroll can processpayroll for a U.S. subsidiary, and the Paycheck Journal feature can track international payroll transactionsfor non-U.S. subsidiaries.

To get started with the Paycheck Journal feature, see Getting Started with Payroll Solutions.

Getting Started with Payroll SolutionsYou need to understand the following before you begin work on a payroll integration or payroll SuiteAppusing the Paycheck Journal feature:

■ Enabling the Paycheck Journal Feature

■ Paycheck Journal Transaction

■ Payroll Items and the Paycheck Journal Feature

Enabling the Paycheck Journal FeatureTo enable the Paycheck Journal feature, go to Setup > Company > Enable Features. Check the PaycheckJournal box. This feature is available in NetSuite accounts that have the Accounting feature enabled.

After this feature is enabled, the paycheck journal transaction and payroll item records become availableto users with the appropriate permissions.

Paycheck Journal TransactionThe paycheck journal transaction is similar to the paycheck transaction used by the Payroll feature.Unlike a paycheck, however, a paycheck journal transaction does not issue a check drawn on an account.Instead, it creates a journal entry to record accounting impact. The purpose of this transaction is to serve

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as a payroll interface for SOAP web services integrations with external payroll systems and for payrollSuiteApps built with SuiteScript.

When the Paycheck Journal feature is enabled, the paycheck journal form is available at Transactions> Employees > Paycheck Journal to users with the Paycheck Journal permission, a Transactions typepermission.

The following form shows the fields supported by the paycheck journal transaction. (NetSuite customersare not expected to use this form without a partner payroll solution. Partner solutions are expected toinclude custom forms and custom fields that vary from this example.)

1 Body fields

2 Sublist fields

Paycheck journal body fields store basic values used by the transaction. Note the following:

■ Subsidiary is available only in OneWorld accounts.

■ Department, Class, and Location are available in only those accounts that use these classifications.

■ Currency is available in only those accounts with the Multiple Currencies feature enabled.

■ Exchange Rate is not currently in use. Its value, which is set to 1 when a currency is selected, shouldnot be changed.

■ Partners can create custom transaction body fields that display on paycheck journal forms and areaccessible to SOAP web services and SuiteScript.

Paycheck journal sublist fields store details about different types of payroll items that can be included inthe transaction. Partners can create custom transaction line fields.

Payroll Items and the Paycheck Journal FeatureSimilar to transactions related to the Payroll feature, paycheck journal transactions use the payroll itemrecord type to store line item values. The following table outlines some differences in how the twofeatures handle payroll items.

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Payroll Feature Paycheck Journal Feature

■ NetSuite provides predefined payroll items fordeduction, earning, and employer contributiontypes.

■ You can create additional payroll items of thesetypes.

■ No predefined payroll items.

■ You must create all deduction, earning, and employercontribution type payroll items.

■ NetSuite completely manages tax line items forpayroll transactions.

■ You cannot create payroll items for taxes.

■ Payroll-related taxes must be implemented through payrollitems that you create.

■ You can create two different types of payroll items fortaxes: employee paid taxes and company (employer) paidtaxes.

Payroll items must be created before any paycheck journal transactions can be entered. The followingitem types are supported: Deduction, Earning:Addition, Earning:Commission, Earning:Expense,Earning:Salary, Earning:Sick, Earning:Vacation, Earning:Wage, Employer:Contribution, Employer:Expense,and Tax.

The Payroll Item page is available at Lists > Accounting > Items to users with the Payroll Items permission,a Lists type permission. This page is shown to illustrate the fields supported by the payroll item record.

Note the following:

■ Subsidiary is available only in OneWorld accounts.

■ Item Type: Tax is available only for non-U.S. subsidiaries.

■ Employee Paid field is available only when Item Type is set to Tax. When Employee Paid is set to False,item type is Company Tax. When Employee Paid is set to True, item type is Employee tax.

■ Account fields vary according to item type, as shown in the following table:

Item Type Account Fields for Payroll Items

Deduction Liability Account, Vendor (Agency)

Earning Expense Account

Employer Contribution Liability Account, Expense Account, Vendor (Agency)

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Item Type Account Fields for Payroll Items

Company Tax Liability Account, Expense Account, Vendor (Agency)

Employee Tax Liability Account, Vendor (Agency)

SOAP Web Services and Paycheck JournalTransactionsThe paycheck journal transaction is exposed in SOAP web services so that it can act as a payroll interfacefor integrations with external payroll systems. The payroll item record is also exposed to supportthese integrations. Both of these record types support basic create, read, update, delete, and searchoperations.

For more information, including usage notes and sample SOAP requests and Java code, see the SOAP webservices reference topics Paycheck Journal and Payroll Item.

SuiteScript and the Paycheck Journal FeatureThe paycheck journal transactions and payroll item records are exposed in SuiteScript to support thebuilding of international payroll SuiteApps. These records support both client and server SuiteScriptand full scripting capabilities. For details about scripting with the paycheck journal transaction, includingsupported fields and many code samples, see the SuiteScript reference topic Paycheck Journal.

For details about scripting with the payroll item record, including supported fields and many codesamples, see the SuiteScript reference topic Payroll Item.

Custom Payroll Forms and FieldsWhen the Paycheck Journal feature is enabled, partners can create payroll-related custom transactionbody fields and custom transaction line fields. These fields are available to SOAP web services integrationsand SuiteScript.

■ Creating Custom Payroll Transaction Body Fields■ Creating Custom Payroll Transaction Line Fields

Partners can also create custom Paycheck Journal forms based on the standard form for this record type.See Creating Customized Paycheck Journal Forms.

Custom forms and fields can be bundled in international payroll SuiteApps along with SuiteScripts. Seethe help topic SuiteApp Creation and Distribution.

Creating Custom Payroll Transaction Body FieldsTo support partners' ability to build payroll integrations and custom solutions, the Paycheck Journalfeature supports the creation of custom payroll transaction body fields. These are fields that added topaycheck journal transaction body data.

To create a custom payroll transaction body field:

1. Go to Customization > Lists, Records, & Fields > Transaction Body Fields > New.

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2. Enter a Label and optional Description for the custom payroll transaction body field.3. On the Applies To subtab, check the Paycheck box.4. Click Save.

The new field displays on the Custom subtab of any standard and customized Paycheck Journalrecord.On custom forms, this field can be moved.

Creating Custom Payroll Transaction Line FieldsTo support partners' ability to build payroll integrations and custom solutions, the Paycheck Journalfeature supports the creation of custom payroll transaction line fields. These are fields that are added toline items on one or more paycheck journal transaction sublists.

To create a custom payroll transaction line field:

1. Go to Customization > Lists, Records, & Fields > Transaction Column Fields > New.2. Enter a Label and optional Description for the custom payroll transaction line field.3. On the Applies To subtab, check one or more Paycheck subtabs where this field should be

displayed.Available subtabs include Earning, Deduction, Employee Tax, Company Tax, and CompanyContribution. You can add the same field to multiple subtabs.

4. Click Save.These new subtabs display on the Payroll Items subtab of any standard and customized PaycheckJournal record.

Creating Customized Paycheck Journal FormsTo support partners' ability to build international payroll SuiteApps, the Paycheck Journal feature supportsthe creation of custom Paycheck Journal forms. Partners can start with the standard Paycheck Journalform and make changes to create a form that fits their solution.

To create a customized paycheck journal form:

1. Go to Customization > Forms > Transaction Forms.2. Click the Customize link for the Standard Paycheck Journal form.3. On the Edit Custom Transaction Form page, enter a name for the form, and then complete other

fields as needed.4. Click Save.

Notes about Including Custom Fields on a CustomizedPaycheck Journal FormOn the Edit Custom Transaction Form page, note the following options when including custom body andcolumn fields on your customized form.

■ To display one or more custom transaction body fields on the Custom subtab of your form, click theScreen Fields subtab, then click the Custom subtab. Check the Show box for each custom transactionbody field.

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■ To display one or more custom transaction line fields on the Earnings, Deductions, Employee Taxes,Company Taxes, and Company Contributions subtabs on your form, click the Tabs subtab. Checkthe Show box for Paycheck Lines.

Click the Screen Fields subtab. On the Earnings, Deductions, Company Taxes, Employee Taxes,and Company Contributions subtabs, check the Show box for each custom transaction line fieldis checked. For example, you may want to display the Payroll Item, Department, Class, Location,Hours, Amount, and Printable fields on each of your subtabs.

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TribeHR Payroll Integration 111

TribeHR Payroll IntegrationThe TribeHR Payroll Integration SuiteApp enables automatic synching of time-off transactions fromTribeHR to SuitePeople U.S. Payroll. If you use TribeHR to manage time off and the Payroll feature tomanage your payroll, this SuiteApp eliminates the need to track leave transactions separately and enterthem manually in Payroll. This SuiteApp:

■ Synchronizes TribeHR leave types with payroll items in NetSuite■ Synchronizes company non-working days and employee locations■ Synchronizes future approved leave requests■ Automates receipt of approved leave requests from TribeHR via Webhooks■ Converts approved leave requests into time entries in NetSuite■ Adjusts time entries if previously approved leave requests are modified (until a pay run)■ Tracks actual leave usage and transactions■ Optionally, notifies the payroll administrator when changes are made to a TribeHR employee record

Note: If leave requests are added, changed, or deleted from TribeHR after a pay run has been done, theleave information in NetSuite must be manually edited to reflect the changes.

If you cannot see this integration from the Search & Install Bundles page, contact your NetSuite accountmanager.

Prerequisites for TribeHR Payroll IntegrationBefore installing the TribeHR Payroll Integration SuiteApp, make sure that the following features areenabled in your NetSuite account (if you do not see all of these features on the Enable Features page,contact your NetSuite account manager):

■ SuitePeople U.S. Payroll (Setup > Company Setup > Company > Enable Features > Employees > Payroll> Payroll)

■ Custom Records (Setup > Company > Enable Features > SuiteCloud > SuiteBuilder > Custom Records)■ SuiteScript (Setup > Company > Enable Features > SuiteCloud > SuiteScript > Server SuiteScript and

Client SuiteScript)■ Time Tracking (Setup > Company > Enable Features > Employees > Time Tracking). Note: If you require

approval of time entries, then make sure that approval is enabled (Setup > Accounting Preferences>Time Tracking > Require Approval on Time Records

Also, in TribeHR, make sure that you have integrated TribeHR with NetSuite using the NetSuite IntegrationWizard (Admin > Integrations > Launch NetSuite Integration Wizard).

Installing the TribeHR Payroll IntegrationInstall the TribeHR Payroll Integration SuiteApp:

■ Bundle Name: TribeHR Payroll Integration■ Bundle ID: 70261

This is a managed bundle and is automatically updated whenever there are updates. These issue fixesand enhancements are available after the SuiteApp is updated in your account.

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For more information about installing SuiteApps, see the help topic Installing a Bundle.

Roles and PermissionsTo install and set up the TribeHR Payroll Integration, you must be logged in as a NetSuite administrator.To map TribeHR leave types to payroll items in NetSuite and view TribeHR Payroll Integration reports, youcan be logged in as an Administrator, Chief People Officer (CPO), Human Resources Generalist, PayrollManager, or Payroll Setup role.

Configuring the TribeHR Payroll IntegrationTribeHR Payroll Integration has six setup steps:

1. Generate an API Key in TribeHR

2. Enter API Key in NetSuite

3. Set Up Webhooks in TribeHR

4. Set Up Mapping of Payroll Items to TribeHR Leave Types

5. Assign Payroll Items to Employees

6. Run Scheduled Scripts

Note: Always log into NetSuite as an administrator.

1. Generate an API Key in TribeHR

To generate an API key:

1. Log in to TribeHR using the NetSuite email address assigned to your company’s TribeHRadministrator.

2. Click My Profile.3. Click Edit Profile.4. Under Add-Ons and Services, click Regenerate API Key.5. Select the alphanumeric string that appears and copy it.

2. Enter API Key in NetSuite

To enter the API key in NetSuite:

1. Go to Setup > TribeHR > Preferences.2. On the API Configuration tab, click Edit.3. In the Domain field, enter the URL used to access TribeHR.4. In the Email field, enter the NetSuite email address of the administrator.5. Click in the API Key field and paste the API Key into the field.6. To notify a payroll administrator when an employee record changes due to a synch with TribeHR,

click the Payroll Admin tab, click Edit, and enter their email address.

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7. Click Save.

3. Set Up Webhooks in TribeHRWebhooks are real-time requests sent by TribeHR to NetSuite when events occur in TribeHR. Thesewebhooks must be set up:

■ Leave Request

■ Employee

■ Event

For more information, see http://developers.tribehr.com/Webhooks%20Archive.zip

Setting up the Leave Request Webhooks

To set up the leave request webhooks:

1. Go to Customization > Scripting > Script Deployments.

2. Open the THR Synch Leave Requests Su script deployment.

3. Copy the value of the EXTERNAL URL.

4. Log in to TribeHR as an administrator.

5. Click the Admin button and select Advanced. Click the Webhooks tab.

6. Click New WebHook.

7. Enter Approve Leave Request for the Name.

8. Enter LeaveRequest.Approve for the Event.

9. Enter the value copied from the EXTERNAL URL for the Url.

10. Click Save Webhook.

11. Repeat steps 7 to 11 with the following values:

a. Name: Edit Leave Request, Event: LeaveRequest.Edit

b. Name: Delete Leave Request, Event: LeaveRequest.Delete

Setting up the Employee Webhooks

To set up the employee webhooks:


2. Open the THR Synchronize Employee Listener Su script deployment.


4. Log in to TribeHR as an administrator.

5. Click the Admin button and select Advanced. Click the Webhooks tab.


7. Enter Add Employee for the Name.

8. Enter User.Add for the Event.


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http://developers.tribehr.com/Webhooks%20Archive.zip



11. Repeat steps 7 to 11 with the following values:a. Name: Edit Employee, Event: User.Edit

b. Name: Delete Employee, Event: User.Delete

Setting up the Event Webhooks

To set up the event webhooks:


2. Open the THR Synchronize Event Listener Su script deployment.


4. Log in to TribeHR as an administrator.5. Click the Admin button and select Advanced. Click the Webhooks tab.


7. Enter Add Event for the Name.

8. Enter Event.Add for the Event.



11. Repeat steps 7 to 11 with the following values:a. Name: Edit Event, Event: Event.Edit

b. Name: Delete Event, Event: Event.Delete

When the webhooks are configured, the webhooks page should look like this:

4. Set Up Mapping of Payroll Items to TribeHR Leave TypesTo synch TribeHR leave requests to SuitePeople U.S. Payroll, this SuiteApp must have a mapping of whichleave types correspond to which payroll items.

To set up mapping of payroll items to leave types:

1. Go to Setup > TribeHR > Setup Leave Types.2. For each leave type, click New TribeHR Leave Type.

3. Enter the Name of the leave type as it appears in TribeHR.

4. Enter the TribeHR Leave Type ID of the leave type in TribeHR. Log in to TribeHR as anadministrator and go to Admin > Company > Employees > Types of Time Off. The number is at theend of the URL shown on a time off type..

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5. Enter the Payroll Item as it appears in NetSuite.

6. Click Save.

5. Assign Payroll Items to EmployeesAfter you map TribeHR leave types to their corresponding payroll items in NetSuite, ensure the leave-related payroll items are enabled for the employees to be synched.

To assign payroll items to employees:


2. For each leave-related payroll item, click Edit.

3. Check the box for each employee to be synched. Click Mark All to select all employees.

4. Click Save.

6. Run Scheduled ScriptsWhen the TribeHR Payroll Integration is configured, deploy the scheduled scripts to ensure that alllocations, holidays, and approved future-dated TribeHR leave requests are synched with NetSuite.

To run the scheduled scripts:

1. Go to Customization > Scripting > Script Deployments. For each script, click Edit, check theDeployed box, and click Save and Execute:

■ THR Synch Locations SS – Synchronizes all the locations defined in the TribeHR account

■ THR Synch Holidays SS – Synchronizes all the holidays defined in the TribeHR account

■ THR Synch Leave Requests SS – Synchronizes all approved future-dated TribeHR leave requests

Viewing ReportsThe SuiteApp provides two reports for payroll administrators:

■ A Leave Usage Summary that shows an overall list of leave usage for your company (Reports > TribeHR> Leave Usage Summary)

■ A Leave Transaction List that shows individual leave requests for one or more employees (Reports >TribeHR > Leave Transaction List)

Using the TribeHR Integration SuiteAppAfter this SuiteApp has been installed and configured, and after the synchronization scripts have beendeployed, TribeHR leave requests are automatically synched to NetSuite’s time tracking features. To viewan employee’s leave requests in NetSuite, go to Transactions > Employees > Weekly Time Sheet, and clickthe Time Details tab.

Payroll Guide

payroll guide...this software and related documentation are provided under a license agreement...

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